Executive Assistant

Humaniti; Markham; On-site; CAD 65,000 - 90,000; Full time

Job summary

Humaniti is seeking an Executive Assistant to the Global Executive Director to enable efficient, strategic operation across time zones and stakeholder groups. The role requires discretion, anticipatory judgment, and strong written communication.

You will manage calendars, travel, meetings, and internal/external communications, producing briefing materials and meeting minutes with clear action items. A 5+ year track record in executive support and proficiency with Microsoft 365 and Google

Qualifications

• Minimum 5+ years in an Executive Assistant or similar role supporting senior leaders in fast-paced environments.
• Nonprofit/INGO experience is an asset.
• Excellent writing and editing skills for executive communications.
• Strong organizational systems mindset with ability to manage competing priorities.

Responsibilities

• Managing complex calendars across multiple time zones and scheduling.
• Tracking deadlines, projects, and deliverables for the executive office.
• Preparing briefing materials, meeting minutes, and follow-up actions.
• Email management and drafting communications for senior stakeholders.
• Coordinating travel arrangements, visas, and expenses; supporting high-level visits.

Skills

Calendar management

Communication

Discretion

Writing & editing

Stakeholder management

Microsoft 365

Google Workspace

Project management tools

Tools

CRM platforms

Project management systems

Microsoft 365

Google Workspace

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.