Executive Assistant

Humaniti; Markham; On-site; CAD 70,000 - 100,000; Full time

Job summary

Humaniti seeks an Executive Assistant to the Global Executive Director to enable seamless operational support across time zones, coordinating calendars, travel, and communications with donors and partners. You will anticipate needs, craft thoughtful correspondence, and maintain high standards of organization and discretion.

The role requires excellent writing, senior-level judgment, and proficiency with Microsoft 365 and CRM tools in a nonprofit setting.

Qualifications

• 5+ years in an Executive Assistant role supporting senior leaders.
• Nonprofit/INGO experience is a plus.
• Strong writing and editing skills.
• Excellent calendar, travel, and communication management.
• Ability to maintain confidentiality and discretion.

Responsibilities

• Manage complex calendars across multiple time zones.
• Draft, prioritize, and respond to emails on behalf of the executive.
• Prepare meetings, briefs, and minutes with clear actions.
• Coordinate travel, visas, and expense reporting.
• Protect confidentiality and maintain professional standards.

Skills

Calendar management

Email management

Executive communication

Discretion & confidentiality

Cross-cultural collaboration

Tools

Microsoft 365

Google Workspace

CRM platforms

Project management systems

Job description

Humaniti is building the largest movement to reduce human suffering on a global scale. We work with partners worldwide to provide food, water, healthcare and education to underserved communities and lead programs that promote sustainable change for vulnerable lives.

Collaboration is essential to our momentum and that starts with a strong team. Our work is driven by a diverse culture of highly ambitious and supportive people who are all united under our promise to impact a billion lives. Together, we can do this!

The Opportunity

The Executive Assistant to the Global Executive Director is a high-trust, high-impact role at the center of a mission-driven organization. You will enable the GED to operate efficiently and strategically by managing complex logistics, communications, and priorities across multiple time zones and stakeholder groups. This role requires excellent judgment, discretion, and the ability to anticipate needs before they arise.

Key Responsibilities

Executive Office & Priority Management

• Managing complex calendars across multiple time zones, coordinating meetings and resolving scheduling conflicts efficiently.
• Tracking deadlines, projects, and key deliverables for the executive office; ensuring follow-through on commitments.
• Anticipating executive needs and proactively resolving scheduling or logistical conflicts.
• Organizing digital files, records, and document control systems to maintain a high standard of organization and accessibility.

Email & Communications

• Email management, including drafting, prioritizing, and responding on behalf of the executive.
• Managing internal and external communications with senior stakeholders (e.g., donors, partners, Board, executive leaders).
• Acting as a liaison between the executive and departments, partners, and external organizations—ensuring clarity, professionalism, and timely responses.

Meeting Preparation & Executive Briefings

• Preparing and organizing documentation, reports, and briefing materials for meetings, speaking engagements, and executive decisions.
• Writing and compiling meeting minutes with clear action items and follow-ups; tracking completion.
• Assisting in the preparation of speeches, talking points, and reading notes.

Travel, Expenses & Executive Logistics

• Managing travel arrangements (international and domestic itineraries, visas, accommodations), including detailed itineraries and contingency planning.
• Handling expense reports and administrative approvals in line with organizational policies.
• Supporting event preparation, executive engagements, and high-level visits (e.g., partner visits, donor meetings, VIP engagements).

Confidentiality & Professional Standards

• Maintaining confidentiality of sensitive business and personnel information, demonstrating sound judgment and discretion at all times.
• Qualifications & Experience
• 5+ years in an Executive Assistant (or equivalent) role supporting senior leaders; nonprofit/INGO experience is an asset.
• Demonstrated experience managing complex calendars, travel, and high-volume communications in a fast-paced environment.
• Exceptional writing and editing skills with the ability to draft polished, executive-level communications.
• Strong organizational systems mindset: ability to build structure, improve workflows, and manage competing priorities.
• Advanced proficiency with Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel), Google Workspace, project management systems, and CRM platforms, with the ability to quickly learn and adapt to new tools.
• Professional, confident communicator with strong interpersonal skills and diplomacy.
• Proficiency in Arabic, Urdu, or Spanish is considered an asset.

Core Competencies

• High judgment, confidentiality, and discretion in handling sensitive information.
• Trustworthy, loyal, and dependable, with a strong sense of ownership.
• Demonstrates honesty and integrity in all interactions and decisions.
• Creative, adaptable, and solutions-focused; able to problem-solve in fast-changing environments.
• Highly organized with strong time-management skills and the ability to balance competing priorities.
• High emotional intelligence (EQ); communicates with empathy, professionalism, and tact.
• Diligent and detail-oriented, with strong follow-through and accountability.
• Proactive and goal-oriented, using a SMART goals approach to planning and execution.
• Mission-aligned and motivated by Humaniti’s humanitarian work.