Executive Assistant

Human Appeal Canada; Mississauga; On-site; CAD 55,000 - 65,000; Full time

Job summary

Human Appeal in Mississauga, Ontario seeks an Executive Assistant to oversee the executive's day-to-day operations and provide comprehensive support for high-level initiatives. The role is full-time, based in-office, and requires 37.5 hours weekly with a salary of CAD 55,000–65,000.

Ideal candidate will manage complex calendars, coordinate meetings, draft communications, and handle confidential information with discretion.

Qualifications

• Degree level required (Bachelor or equivalent) in a relevant field such as Business Management.
• Executive Assistant/Project Management qualification or certification preferred.
• Experience in an executive assistant, operations or project management role.
• Excellent verbal and written communication skills.
• Strong interpersonal skills for relations with diverse stakeholders.

Responsibilities

• Manage the executive's daily, weekly, and long-term schedule with clear objectives for meetings and deliverables.
• Organize internal and external meetings with agendas, briefing notes, and timely follow-ups.
• Track commitments and coordinate with executives and teams to ensure timely delivery of tasks.
• Maintain a task tracking system so all team members know responsibilities and deliverables.
• Monitor pending matters and propose solutions or alternatives as needed.
• Serve as primary contact between the executive and internal/external stakeholders.
• Draft communications, emails, and reports on behalf of the executive with clarity and alignment to tone.
• Translate discussions into actionable plans with measurable outcomes.
• Handle executive travel, expenses, and other administrative needs.
• Gatekeep the executive's time and ensure high-priority matters receive appropriate attention.
• Prepare background information and briefing notes for meetings and identify key action points.
• Attend meetings, take minutes, and ensure decisions are documented and communicated.

Skills

Verbal communication

Written communication

Interpersonal skills

Time management

Discretion/Confidentiality

Organizational skills

Stakeholder management

Education

Bachelor's degree in Business Management

Tools

Project management tools

Job description

Who We Are

Human Appeal is a global non-profit humanitarian and development organisation. We deliver life-saving emergency assistance such as food, medical aid, and disaster relief. At the same time, we run sustainable, community-led programmes in healthcare, education, and livelihoods to build resilience and self-reliance. Our experienced local teams work in vulnerable, hard-to-reach areas. Guided by a vision of a just, caring, and sustainable world, our mission is to save lives, alleviate poverty, and empower communities in line with the core humanitarian principles of humanity, impartiality, neutrality, and independence.

Position Overview

The Executive Officer will oversee the daily of her department, ensuring effective organisation and follow-up on the initiatives, and providing comprehensive support to enhance productivity. The ideal candidate will excel in managing a fast-paced, dynamic environment, possess exceptional communication skills, and have the ability to keep up with the numerous initiatives while ensuring seamless execution of tasks and meetings. This is a full time role, and the individual will be working 37.5 hours per week. The salary range for the this role is $55,000-$65,000 and this is a new role. This role will be primarily in office as well.

Main Responsibilities

NB: Employee duties are not limited only to the above-mentioned responsibilities; they may perform other duties as assigned.

• Manage the executives daily, weekly, and long-term schedule, ensuring meetings are well-prepared and objectives are clear.
• Organize meetings, both internal and external, with comprehensive agendas, briefing notes, and timely follow-ups.
• Track the executive commitments and ensure timely execution of deliverables and deadlines by coordinating with other executives and team members.
• Keep track of all tasks assigned by the executive and ensure follow-up and completion in a timely manner.
• Maintain a task tracking system that ensures all team members are aware of their responsibilities and deliverables.
• Monitor and remind the executive of pending matters, offering solutions or alternatives where necessary.
• Serve as the primary point of contact between the executive and internal/external stakeholders.
• Draft communications, emails, and reports on behalf of the executive, ensuring accuracy, clarity, and alignment with the executive's tone.
• Translate verbal discussions into actionable plans, ensuring that conversations lead to measurable outcomes.
• Handle general personal needs and administrative duties of the executive, including managing travel arrangements, expense reporting, and other logistical matters.
• Serve as the gatekeeper to the executive's time, ensuring that high-priority matters receive appropriate attention
• Ensure the executive is well-prepared for all meetings by gathering necessary background information, preparing briefing notes, and identifying key action points.
• Attend meetings alongside the executive, take detailed minutes, and ensure decisions are documented and communicated effectively.

Candidate essential criteria

• Educated to a Degree Level (Bachelors degree or equivalent in a relevant field such as Business Management)
• Executive Assistant/Project Management qualification or certification;
• Experience in an executive assistant, operations/project management.
• Strong verbal and written communication skills;
• Excellent interpersonal skills with ability to work and build relations with a wide range of people especially HNDs and executives, remaining tactful and diplomatic, managing senior relations and conflicting interests.
• Proficiency in project management tools and techniques.
• Exceptional attention to detail and the ability to follow through on multiple concurrent tasks.
• Proactive and self-motivated, with the ability to anticipate the executive's needs and act accordingly.
• Ability to handle confidential and sensitive information and material and to act with discretion at all times.

Languages

• English essential
• Other languages such as French, Arabic or Urdu are desirable.

Disclaimer

Human Appeal is committed to diversity, social inclusion, and gender equality/balance, and strongly encourages applications from underrepresented groups. The organisation maintains a zero-tolerance policy toward Sexual Exploitation and Abuse and Sexual Harassment (SEA/SH), with all staff required to comply with Preventing Sexual Exploitation and Abuse and Sexual Harassment (PSEA/SH) standards and safe recruitment procedures.

Closing Date: 31/08/2026

Location: Mississauga, Ontario

Department: Administration

Job Title: Executive Assistant

Salary: 55,000-65,000

Experience: Minimum 2- 3 years experience in relevant field

City: Mississauga

Country: Canada