Executive Assistant

Location: Toronto, Ontario

Our client is an entrepreneurial, high-growth charity supporting economic integration of immigrants and refugees across Canada.

The Executive Assistant (EA) is a strategic partner to the Chief Executive Officer and Board of Directors, ensuring seamless operations, governance excellence, and executive efficiency. This role provides high-level administrative and project management support. The EA manages the CEO’s workflow, communications, and key relationships while serving as the primary liaison between the CEO and the Board. With a focus on governance best practices, meeting coordination, and stakeholder engagement, the EA enhances organizational effectiveness, enabling leadership to focus on mission-driven impact.

Ideal Candidate:
You are a highly organized, proactive, and tech-savvy professional with exceptional communication and problem-solving skills. You thrive in fast-paced environments, anticipating needs before they arise and ensuring operational excellence with discretion and professionalism. Adept at managing complex priorities, you bring a strong understanding of corporate governance, executive support, and relationship management. With a keen eye for detail and a strategic mindset, you are a trusted partner to the CEO and Board, committed to driving efficiency and organizational success.

Key responsibilities:

Executive support to the CEO
- Research and draft briefing notes and correspondence to support the cultivation and management of key relationships.
- Manage the CEO’s calendar, coordinate meetings, and liaise with internal and external stakeholders.
- Oversee travel arrangements, ensuring seamless logistics and detailed itineraries.
- Maintain up-to-date records of meetings and stakeholder engagements in Salesforce.
- Assist in the prioritization and conservation of the CEO’s time by managing workflow, identifying urgent matters, and ensuring follow-through on key priorities.
- Provide expense reconciliation and administrative support as required.

Board & governance support
- Serve as the key liaison between the CEO, Board of Directors, and Board Committees.
- Facilitate corporate governance activities, including managing communications, preparing board materials, and managing federal/provincial filings.
- Organize board and committee meetings, ensuring timely distribution of agendas and documentation.
- Record and maintain board and committee meeting minutes, resolutions, and action items.
- Ensure accurate record-keeping of board-related documents, including member biographies, attendance logs, and governance policies.
- Proactively identify opportunities to improve board meeting efficiency and effectiveness through technology, process enhancements, or training.
- Manage board project management platform (Basecamp) and oversee travel logistics for board members.
- Support the onboarding and orientation of new board members and non-board volunteers, ensuring a seamless transition into their roles.

Office support
- Support the effective functioning of the Toronto office.
- Oversee office administration tasks such as mail management, filing, and supply inventory.
- Maintain organizational standards for office tidiness and operational efficiency.

Special Perks:

This is a hybrid position, 3+ days/week in the Toronto office.

Must Have Skills:

- Bachelor’s degree or diploma in a relevant field, or equivalent experience.
- 5+ years of experience providing executive support at the C-suite level.
- Expertise in corporate governance and board relations.
- Strong project management skills, with experience overseeing multiple workstreams and deadlines.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and digital collaboration tools.
- Experience with CRM (e.g., Salesforce) and board management software is an asset.
- Experience in non-profit organizations is a strong asset.
- The ability to communicate in French is an asset.


- Exceptional organizational skills with the ability to manage multiple priorities seamlessly.
- Strong interpersonal skills, capable of building relationships with staff, board members, and sometimes high-profile stakeholders.
- Advanced written and verbal communication skills with keen attention to detail.
- Proactive and resourceful mindset, with the ability to act independently and with confidence in high-pressure situations.
- Ability to anticipate problems, propose solutions, and exercise sound judgment.
- Adaptability and resilience in responding to shifting priorities and unforeseen challenges.
- Technologically savvy, with the ability to leverage digital tools for productivity, collaboration, and governance support.
- High emotional intelligence and discretion in handling sensitive information.
- A supportive team player who relishes the opportunity to anticipate and solve problems for the CEO and board before they arise.

Nice to Have Skills:

- The ability to prioritize tasks in a fast-paced environment.
- Confidence, tact, and perfect professionalism in communication with executives, board members, and external partners.
- Experience managing confidential information with the highest level of discretion.
- Strong problem-solving skills with a forward-thinking, results-driven approach.
- Supportive, kind, and flexible in the face of challenges.
- Commitment to the mission and values of the organization, with a passion for supporting impactful work.