Executive Assistant

The Pod Group; Woodstock; On-site; CAD 50,000 - 60,000; Full time

Job summary

The Pod Group is partnering with a not-for-profit client to recruit an Executive Assistant who will provide high‑level administrative and project coordination support to the Leadership Team. The role involves calendar management, meeting coordination, travel arrangements, and liaison duties with internal and external stakeholders.

You will support HR onboarding, record keeping, and governance activities, while maintaining confidential information with discretion in a fast-paced environment.

Qualifications

• A college diploma in office/administrative management preferred.
• A minimum of 2–3 years of recent relevant experience supporting senior executives in healthcare or not-for-profit.
• Experience in office coordination, operations, or facilities support.
• Ability to work independently and as part of a team.
• Excellent written and verbal communication skills.
• Advanced or intermediate Microsoft 365 Word and Excel.
• Discretion with confidential information.

Responsibilities

• Provide high-level administrative and organizational support to leadership.
• Coordinate meetings, agendas, minutes, and distribution of materials.
• Arrange registrations for conventions and travel accommodations.
• Act as a liaison between executive office and internal/external stakeholders.
• Support committee preparation, tracking timelines and workplans.
• Oversee board materials, portals, and orientation content.
• Assist HR in onboarding, recruitment scheduling, and HRIS activities.
• Manage office supplies, building maintenance, and procurement.

Skills

Communication skills

Microsoft 365

Organizational skills

Minute taking

Team collaboration

Education

College diploma in office/administrative management

Tools

Microsoft Office

Video conferencing tools

Job description

Our client is a collaborative not-for-profit organization that is looking for passionate people to join their vision and mission!

Are you passionate about organizational success?

The Pod Group is partnering with this amazing organization to place a resourceful, hands‑on, and organized individual to fulfill the role of an Executive Assistant.

WHY YOUR ROLE MATTERS

As the Executive Assistant, you will provide high‑level administrative, organizational and project coordination support to the Leadership Team. This is a rewarding opportunity to be part of a dedicated team making a real difference in the community.

HOW YOU WILL MAKE AN IMPACT

Leadership & Administrative Support

• Provides administrative support to the Executive Director and Senior Leadership Team including drafting correspondence as required.
• Arranges and coordinates meetings, including daily calendar maintenance the Executive Director, coordinates all team meetings (both on and off site), prepares and distributes agendas, ensures that facilities are booked, and confirms attendance; maintaining contact and distribution.
• Arranges registrations for conventions/conferences and accommodations for travel where required.
• Perform as a point of contact between the executive office and internal/external stakeholders (i.e. partners, staff, clients and families). Redirects to other leadership team members as required and records interactions.
• Supports the preparation and follow‑up for various Executive Director and Senior Leadership Team external committees, ad hoc meetings and community and government relations activities.
• In partnership with the ELT, establishes process for monitoring the external community for relevant appointments, promotions, etc. that require communication from the Executive Director and Senior Leadership Team office.
• Supports the process for both annual and strategic planning including tracking timelines, progress and updating of workplans.
• Preparation and follow‑up for events and meetings including scheduling, inviting guests, preparation and distribution of all event/meeting materials, and booking arrangements including space, refreshments and AV equipment.
• Attends all virtual and in‑person Board and Committee meetings. (Meetings can be during the work day or in the evening).
• Records, prepares and distributes minutes for Board meetings and Board Committee meetings.
• Maintains the Board Portal, ensures all materials are up‑to‑date and ensures all Board members have access to materials in a timely manner.
• Supports the Board in the Board Orientation process including keeping all content current in the Board Orientation Manual and Board Files.
• Assists Director of HR in maintaining a secure electronic repository of Board materials and corporate minute books.
• Maintains contact and distribution lists as well as other documents related to the Board and Committees.
• Other duties/projects that may be assigned as required.

HR Office & Operations Support

• Provide day‑to‑day operational support in partnership with the Director of HR & Admin.
• Human Resources support including but not limited to new employees (i.e. facilitate equipment and property transfer for onboarding and exit), recruitment scheduling, screening support, HRIS tracking.
• Maintain filing systems and support operational tracking, reporting, and ad hoc administrative tasks.
• Provide basic technical support to team members to facilitate connecting to wifi, printing documents, connecting to and configuring video conferencing equipment, etc.
• Assist with printing, photocopying, collating, distributing and retrieving documents.
• Program and Policy documentation organization and updates.
• Works with the finance department for procurement of office supplies and other services on a need basis.
• Arranges registrations for conventions/conferences and accommodations for travel where required as approved by Directors (or designate).
• Coordinate building maintenance, repairs, and service requests and maintain inventory tracking.
• Act as a point of contact for day‑to‑day building matters, including ensuring proper open and close procedures, parking, and general building access protocols.
• Support coordination of fire drills, emergency procedures, and general safety practices as a member of the JHSC.
• Manage purchasing and inventory of office supplies and equipment as pre‑approved by Supervisors.
• Contribute ideas to continuously improve office practices and processes.
• Other duties/projects that may be assigned as required.

WHAT YOU WILL BRING

• A college diploma in office/administrative management preferred.
• A minimum of 2-3 years of recent relevant experience supporting senior executives in the healthcare and/or not‑for‑profit industry.
• Experience in an office coordination, operations, or facilities support role.
• Ability to work independently and as part of a team.
• Ability to address day‑to‑day situations through flexible problem solving either individually or in consultation with others.
• Excellent communication skills – written and verbal.
• Advanced or Intermediate Microsoft 365 Word and Excel.
• Handle confidential information with discretion and professionalism.
• Judgment and Discretion – Exercise sound judgment with confidential employee matters and recognize when consultation is required.
• Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation and circulation of minutes with attention to detail and accuracy.
• Knowledge and understanding of a unionized work environment would be an asset.
• Advanced/Intermediate/Basic skills in virtual platforms and MS Office Suite including the use of virtual platforms for conducting meetings and/or presentations (if required).
• Demonstrated ability to research and gather information.
• Demonstrated writing skills to prepare draft correspondence and reports related to programs and services delivered using templates and from rough copy.
• Knowledge of general office procedures, preparing documents and records management practices.
• Ability to work independently and with teams and with ability to manage competing priorities.

OUR COMMITMENT TO EDIB

The success of an organization stems from a team that is aligned with its mission and vision, where decisions are made in the best interests of the clients they serve and the marginalized and vulnerable populations across our communities. Through this effort, all team members embrace their roles in the organization with respect and dignity for all stakeholders. Through these partnerships, everyone is focused on ensuring a commitment and responsibility toward anti‑racism, anti‑oppression, equity,diversity, inclusivity, and belonging.

OUR PARTNERSHIP - THE POD GROUP

The Pod Group (PG) connects candidates with amazing career opportunities in Ontario! We collaborate extensively with not‑for‑profit and community‑based organizations, including health, social services, developmental, housing, mental health, and community health care.

We promote a unique candidate experience that integrates equity, diversity, inclusion and belonging in our engagement with candidates. Our recruitment strategy focuses on learning more about your career goals and aligning your passion with mission‑driven work.

We thank you for your interestinapplying!

Salary Range: $50,000 to $60,000 CAD Annually

Vacancy: Current Opening