Executive Assistant – Part Time (3 Days In-Office)

IDRF (International Development and Relief Foundation); Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

An international relief organization based in Toronto is seeking an Executive Assistant to provide high-level support to the CEO and Board of Directors. The ideal candidate will excel in organizational skills and have extensive experience in managing executive calendars and communications. Responsibilities include prioritizing inquiries, assisting in travel arrangements, and arranging Board meetings. A post-secondary diploma in Business Administration is preferred, along with strong interpersonal skills and a high proficiency in Microsoft Office Suite.

Qualifications

• Minimum 3–5 years of executive-level administrative support experience, preferably in a non-profit.
• High proficiency in Microsoft Office Suite required.
• Strong interpersonal skills and ability to build relationships.

Responsibilities

• Manage the CEO’s calendar and email communications.
• Assist in arranging Board meetings and prepare necessary materials.
• Prepare quarterly internal reports highlighting department achievements.

Skills

Organizational skills

Written communication

Verbal communication

Relationship building

Confidentiality

Education

Post-secondary diploma or degree in Business Administration

Tools

Microsoft Office Suite

Zoom

Teams

Job description

Job Overview

We are seeking an Executive Assistant to provide high-level support to the CEO and Board of Directors. The ideal candidate will be highly organized, detail-oriented, and experienced in managing executive calendars, communications, and meeting logistics. This role will serve as a trusted liaison between the CEO, staff, and external partners while ensuring smooth operations, confidentiality, and effective communication across the organization.

Primary Responsibilities

CEO & Executive Support

• Manage the CEO’s calendar and email communications, prioritizing inquiries and resolving scheduling conflicts to ensure smooth operations.
• Coordinate CEO’s in-office and local travel arrangements; assist with occasional external travel logistics as needed.
• Keep the CEO informed of upcoming commitments and prepare necessary materials in advance.
• Act as the primary point of contact for internal and external matters concerning the CEO, exercising sound judgment and maintaining confidentiality.
• Serve as a bridge between the CEO and staff, fostering trust and effective communication within the Executive Team.

Board of Directors Support

• Assist in arranging Board meetings, preparing agendas, compiling materials, and recording meeting minutes in compliance with regulations (frequency adjusted to part-time capacity).

Administrative & Reporting

• Prepare quarterly internal reports highlighting department achievements, challenges, and compliance updates.
• Support special projects, document production, and basic expense reporting.
• Maintain communication with internal teams and coordinate priority meetings and events.

Qualifications & Competencies

Qualifications :

• Post-secondary diploma or degree in Business Administration, Office Administration, or related field (or equivalent experience).
• Minimum 3–5 years of executive-level administrative support experience, preferably in a non-profit or similar fast-paced environment.
• Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills, with proven ability to draft professional correspondence and reports.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfort with virtual meeting platforms (Zoom, Teams).
• Discretion in handling confidential information and sound judgment in decision-making.
• Strong interpersonal skills and ability to build relationships with diverse stakeholders, including Board members, staff, and external partners.
• Self-motivated, detail-oriented, and able to work independently with minimal supervision.

Please email your resume, portfolio, and a brief cover letter to [e-mail] with the subject line : [Job Title] – [Your Full Name]. Only shortlisted candidates will be contacted.

Interested applicants can email their resume and cover letter