Executive Assistant and Proposal Writer

Carefirst Seniors & Community Services Association; Toronto; On-site; CAD 48,000 - 55,000; Full time

Benefits offered by this job

Extended Health Care

RRSP match

Training and Education Subsidy

Job summary

Carefirst Seniors & Community Services Association in Scarborough is seeking an Executive Assistant/Proposal Writer to support the Administration Team with funding research, grant opportunities, and proposals. You will draft applications for senior management, manage grant schedules, maintain reporting, and help prepare board materials while coordinating with the CEO and directors.

The role requires a Bachelor’s degree in Business Administration, English, Journalism, or related field, 1–3 years

Qualifications

• Bachelor degree in Business Administration, English, Journalism, or related field.
• 1-3 years of relevant experience, preferably in healthcare/non-profit with proposal/grant writing, marketing or business development.
• Experience drafting policies and executive documents is an asset.
• Superior writing and communication skills.
• Fluency in English.
• Valid vulnerable sector police record check within one year.
• Extended Health Care, RRSP match, Training and Education Subsidy.

Responsibilities

• Research and identify funding sources and potential supports with funding agencies.
• Draft funding proposals and complete funding applications for senior management.
• Maintain responsibility for funding schedules, tracking grants and annual/interim reports.
• Provide administrative support for the administration team and CEO as required.
• Coordinate meetings with Board of Directors and other stakeholders.
• Prepare board materials and facilitate board development.

Skills

Superior writing and communication

Multitask and prioritize

Microsoft Office

Fluency in English

Education

Bachelor degree in Business Administration, English, Journalism, or Communications

Tools

Microsoft Office

Job description

Salary Range: $48,000.00 To $55,000.00 Annually

Carefirst Seniors & Community Services Association is a non-profit charitable community services agency established since 1976. Our spectrum of services has grown from the delivery of Chinese meals-on-wheels service to a full range of community support services, covering the whole Greater Toronto Area.

With a staff of 500 members (including full-time and part-time staff) and the help of a pool of 850 active volunteers, we serve over 15,000 clients a year, including seniors, adults, youth with physical, social, emotional and health challenges. 3,000 of whom are "home-bound" and frail.

We are currently seeking an Executive Assistant/Proposal Writer to fill a vacant position at our Administration Team.

Terms : Full Time Permanent

Location: Scarborough

Pay range : $48,000 – $55,000 annually

Responsibilities:

• Research and identify funding sources and potential supports (i.e. granting bodies and funding opportunities). Establish and maintain relationship with funding agencies.
• Draft funding proposals and complete funding applications in support of senior management (i.e. CEO, directors, managers, etc.).
• Maintain primary responsibility for funding schedules, tracking grants and follow up on the progress of submitted proposals and annual/interim reports as required by the granting parties
• Assist with the administration operation of the administration team, including (but not limited to) communication, data entry, record filing, database management, scheduling, etc.
• Establish and maintain rapport with Board of Directors, its Committee and other organizations
• Assist in preparation for Board meetings, including provision of secretarial support, preparation of necessary documents and presentation materials, facilitation of board development
• Assist in developing the agency’s programs and services in accordance with the directions, strategies, policies and principles established by the Board of Directors and its Committee
• Coordinate meetings with internal and external stakeholders
• Assist in quality assurance activities such as Accreditation and Quality Improvement Plan
• Create and develop administrative documents as required (e.g. newsletters, emails, letters)
• Respond to phone and email inquiries (i.e. from staff, government, external organizations, etc.)
• Provide administrative support for the CEO as required

Qualifications:

• Bachelor degree in Business Administration, English, Journalism, Communication, or a related field
• 1- 3 year of relevant experience, preferably working in the healthcare industry and/or for non-profit organizations with a focus on proposal/grant writing, marketing, and/or business development
• Experience drafting policies and executive documents is an asset
• Superior writing and communication skills
• Ability to understand project requirements, the organization’s history, structure and functions, including all relevant departments
• Ability to maintain sensitive information and exhibit tact, diplomacy, and good judgment, with high standards of ethics and confidentiality
• Ability to multitask, prioritize and work within a fast paced environment
• Organization and time management skills; ability to prioritize tasks
• Strong computer literacy, high degree of proficiency in Microsoft Office
• Fluency in English
• A valid vulnerable sector police record check completed within one year
• Extended Health Care
• RRSP match
• Training and Education Subsidy

Application Deadline: August 31, 2026

Interested applicants may apply through Carefirst’s careers page, Indeed, or by emailing [e-mail]

Carefirst is an equal opportunity employer. We are also committed to an environment that is barrier free. If you require accommodation during the hiring process, please inform us in advance to arrange a reasonable and appropriate accommodation.

While we thank all candidates for their interest, only those selected for an interview will be contacted.