Executive Assistant

The Pod Group; Hamilton; On-site; CAD 50,000 - 70,000; Full time

Job summary

A non-profit organization is seeking an Executive Assistant to provide high-level administrative support to the Executive Director. This role requires a motivated individual with strong organizational skills, effective communication abilities, and experience in the non-profit sector. Key responsibilities include calendar management, board support, and maintaining high professional standards. A commitment to equity, diversity, and inclusion is essential.

Qualifications

• 3-5 years of experience as an Executive or Senior Administrative Assistant.
• Experience in the non-profit sector supporting clients with disabilities is preferred.
• Availability for occasional meetings outside regular hours.

Responsibilities

• Manage calendar and inbox for the Executive Director.
• Prepare and proofread professional communications and reports.
• Coordinate and attend board meetings, prepare materials, and maintain records.

Skills

Organizational skills

Communication skills

Problem-solving skills

Time management

Interpersonal skills

Fluency in French

Education

Post-secondary education in Office Administration or related field

Tools

Microsoft Office Suite

SharePoint

Job description

ORGANIZED ● DETERMINED ● ENTHUSIASTIC ● HANDS-ON ● STRATEGIC

A non-profit organization, a leader in the developmental services sector, dedicated to helping individuals achieve their full potential, be included in the community, and build fulfilling lives.

EDI-B VALUES

The success of our organization stems from a team aligned with its mission and vision, making decisions in the best interests of our clients and marginalized populations. All team members embrace their roles with respect and dignity, fostering partnerships focused on anti-racism, anti-oppression, equity, diversity, inclusivity, and belonging.

MISSION

The Executive Assistant will provide high-level administrative and project support to the Executive Director, serving as the main liaison between the Director, Board of Directors, staff, and stakeholders. This role offers an opportunity for a motivated, organized individual to make a meaningful impact in the lives of children, adults, and families.

The Pod Group partners with this organization to find a resourceful, hands-on, and organized Executive Assistant.

PRIORITIES

Executive Director Support

• Manage calendar, inbox, meetings, travel, and routine correspondence for the Executive Director.
• Prepare and proofread professional communications, reports, and presentations.
• Support organizational events and activities in collaboration with leadership.
• Gather data for reports and presentations, ensuring accuracy and timeliness.
• Handle expense reports and maintain confidentiality in all tasks.

Board of Directors Support

• Serve as the primary liaison for scheduling and information sharing with the Board.
• Coordinate and attend board meetings, prepare materials, and maintain records.
• Assist with onboarding new board members and ensure governance compliance.

Quality

• Maintain professionalism in messaging and presentation.
• Ensure high standards in meeting preparations and stakeholder service.
• Promote the organization’s vision and mission within the workplace and community.
• Comply with health and safety regulations and report hazards.
• Perform other duties as assigned.

Qualifications

• Post-secondary education in Office Administration or related field.
• 3-5 years of experience as an Executive or Senior Administrative Assistant.
• Experience in the non-profit sector supporting clients with disabilities is preferred.
• Knowledge of governance and supporting a Board of Directors is preferred.
• Availability for occasional meetings outside regular hours.
• Proficiency in Microsoft Office Suite and SharePoint.
• Excellent communication and interpersonal skills; fluency in French is an asset.
• Ability to work independently and collaboratively, maintaining confidentiality and tact.
• Strong organizational and problem-solving skills, with the ability to prioritize and meet deadlines.
• Comfort in a fast-paced environment; project management experience is an asset.
• Proficient in word processing, transcription, and minute-taking.
• Valid driver’s license and access to a vehicle for travel.

About The Pod Group

The Pod Group provides innovative solutions to support organizational growth, emphasizing equity, diversity, inclusion, and belonging. We serve various community sectors and focus on aligning strategy with a people-centric approach to foster a community-oriented culture.