Executive Assistant

North York Women's Shelter; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

A community organization in Toronto is seeking an Executive Assistant to provide comprehensive support to the Executive Director and management team. The role includes administrative tasks such as calendar management, meeting coordination, and document preparation. The ideal candidate will have a post-secondary diploma and experience within a non-profit setting, coupled with strong organizational and interpersonal skills. Apply if you're dedicated to an intersectional feminist approach and thrive in a collaborative environment.

Qualifications

• Minimum 2 years of direct work experience related to the position.
• Experience working within a feminist, anti-oppression, and trauma-informed framework.
• Satisfactory Vulnerable Sector Clearance.

Responsibilities

• Support day-to-day tasks for the Executive Director's office.
• Provide administrative support including calendar management and meeting coordination.
• Organize internal and external meetings and events.

Skills

Microsoft Office tools fluency

Strong organizational skills

Interpersonal and customer service skills

Ability to maintain confidentiality

Education

Post-secondary diploma or degree

Job description

Overview

Executive Assistant to support the Executive Director, Management Team, Board of Directors, and staff with administrative and operational tasks to enable effective service delivery for Clients and a positive work environment.

Responsibilities

• Support day-to-day tasks for the ED Office, ensuring consistency, accuracy, and efficiency of operations.
• Provide administrative support to the ED, including calendar management, scheduling meetings, preparing communications, taking meeting minutes, and preparing expense reports.
• Communicate key updates and information to the ED as required for smooth operations.
• Coordinate internal and external meetings, trainings, and events (venues, catering, décor, agendas, invitations, and other logistical support) for in-person and virtual participation within the NYWS community.
• Plan and coordinate the Annual General Meeting (AGM) including agenda preparation, invitations, catering, speaker coordination, and ED/Management input and approval.
• Prepare for in-person and online meetings/events (equipment setup, agendas, materials).
• Provide project coordination as needed for administrative and cross-functional projects.
• Develop administrative templates, forms, processes, and procedures to ensure smooth information flow and departmental effectiveness.
• Prepare documents, draft communications, format/copy edit, and develop templates for the ED; obtain final sign-off and approval.
• Develop reports across departments to support the ED and Management Team.
• Support distribution and implementation of organizational policies and procedures and coordinate their maintenance.
• Coordinate storage and maintenance of organizational records, documents, and files, including via internal SharePoint.
• Coordinate receipt and delivery of postage and courier mail.
• Submit IT requests with external service providers (e.g., ordering equipment, device activation, tracking serial numbers, and managing accounts/access).
• Provide back-up support to the Facilities Coordinator, including receiving deliveries and coordinating repairs.
• Triage emails from the mailbox and other inboxes as assigned.
• Organize and distribute Board documentation and reporting (minutes, policies, documents, and up-to-date Board member contact information).
• Foster a positive and inclusive environment by coordinating employee and client celebrations.
• Support onboarding/offboarding of employees, including maintaining employee files, equipment tracking, building access, and online accounts.
• Assist with recruitment by posting positions to external job boards and scheduling interviews as needed.
• Send employment-related communications (offer letters/contracts) on behalf of Human Resources when requested.
• Coordinate Vulnerable Sector Clearance processes by managing TPS Police Record Check accounts and filing clearances.
• Apply a deep understanding of NYWS values in interactions with staff, management, residents, and community members.
• Uphold NYWS policies and procedures.
• Attend and participate in team-building, training, and in-services as required.
• Maintain confidentiality of clients, staff, volunteers, donors, and others per organizational policies.
• Additional duties as assigned by the ED or their designate.

Qualifications, Education & Experience

• Post-secondary diploma or degree related to the position, or minimum 2 years of direct work experience.
• Experience working within a feminist, anti-oppression, and trauma-informed framework.
• Experience working in a non-profit organization.
• Satisfactory Vulnerable Sector Clearance with future checks.

Skills and Competencies

• High level of fluency with Microsoft Office tools (Word, PowerPoint, Excel, Outlook) and other workplace technology.
• Ability to maintain a high degree of accuracy and confidentiality when handling sensitive information.
• Ability to navigate problems and find solutions in a fast-paced environment.
• Positive, enthusiastic team player with strong collaboration and organizational skills.
• Excellent interpersonal and customer service skills with inclusive language.
• Highly self-motivated with a strong work ethic and ownership of tasks.
• Excellent organizational and time management skills to prioritize, seek clarification, and meet deadlines.
• Ability to work independently and as part of a team.
• Commitment to an intersectional feminist, anti-racist, and anti-oppressive lens.
• Client-centered, non-judgemental, and aligned with NYWS values.
• Openness to input from all team members to build mutual commitment to goals.
• Respectful and understanding of diverse perspectives and experiences.
• Excellent attention to detail.

Working Conditions

• Office space adjacent to a GBV Shelter; client services include children and house pets (dogs and cats).
• As a shelter committed to harm reduction, exposure to residents under the influence of substances may occur.
• Exposure to loud sounds and heightened emotions.

How to Apply

If this is the right opportunity for you, please apply with your resume on BambooHR by July 21, 2025, at 5pm. Only applications submitted through the BambooHR portal by the due date will be considered; only candidates selected for an interview will be contacted. Please do not call the Shelter.

Additional Details

• Employment Type: Full-Time
• Experience: years
• Vacancy: 1