Executive Operations Assistant

IDRF (International Development and Relief Foundation); Toronto; On-site; CAD 55,000 - 65,000; Full time

Job summary

IDRF in Toronto, Ontario seeks an Executive Operations Assistant to support the CEO. This role coordinates between the Office of the CEO, internal teams, the board of Directors, and external stakeholders such as major donors and government officials.

The ideal candidate will have 3–5 years of executive administrative experience, excellent organizational and communication skills, and proficiency with Microsoft Office and virtual meeting platforms.

Qualifications

• 3–5 years of executive-level administrative experience in a fast-paced environment.
• Post-secondary degree or diploma in Business Administration, Office Administration, or a related field, or equivalent professional experience.
• Excellent organizational and time-management skills with the ability to manage competing priorities and meet deadlines.
• Strong written and verbal communication skills, including professional correspondence, reports, and meeting materials.

Responsibilities

• Manage the CEO's calendar, scheduling, and email communications, prioritize inquiries, and coordinate competing commitments.
• Coordinate the CEO's in-office and local travel arrangements, with occasional support for domestic and international travel logistics.
• Anticipate upcoming commitments, prepare briefing materials, and ensure the CEO is informed of important meetings, deadlines, and follow-up items.
• Serve as a primary point of contact for internal and external matters involving the Office of the CEO, exercising professionalism, discretion, and sound judgment.
• Facilitate communication and coordination between the CEO, leadership team, staff, and external stakeholders.
• Track key action items, organizational priorities, and follow-up commitments arising from executive meetings.
• Support the preparation of quarterly internal reports highlighting departmental achievements, operational priorities, challenges, and compliance updates.
• Assist with Board and committee meeting coordination, including scheduling, agendas, meeting packages, minutes, and follow-up actions.
• Maintain confidential organizational records and ensure appropriate handling of sensitive information.
• Provide logistical and administrative support for internal meetings, staff activities, and special projects.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Discretion and confidentiality

Independent initiative

Team collaboration

Education

Post-secondary diploma/degree in Admin

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

SharePoint

Canva

Video conferencing tools

Job description

IDRF is seeking an experienced Executive Operations Assistant to provide administrative, operational, and logistical support to its Chief Executive Officer (CEO).

This role serves as a key point of coordination between the Office of the CEO, IDRF’s internal teams and board of Directors, and external stakeholders such as major donors and government officials.

The ideal candidate will demonstrate their ability to operate in fast-paced, mission-driven environment and meet the needs of key leadership.

Primary Responsibilities

CEO & Executive Support

• Manage the CEO's calendar, scheduling, and email communications, prioritize inquiries, and coordinate competing commitments.
• Coordinate the CEO's in-office and local travel arrangements, with occasional support for domestic and international travel logistics.
• Anticipate upcoming commitments, prepare briefing materials, and ensure the CEO is informed of important meetings, deadlines, and follow-up items.
• Serve as a primary point of contact for internal and external matters involving the Office of the CEO, exercising professionalism, discretion, and sound judgment.
• Facilitate communication and coordination between the CEO, leadership team, staff, and external stakeholders.
• Track key action items, organizational priorities, and follow-up commitments arising from executive meetings.
• Support the preparation of quarterly internal reports highlighting departmental achievements, operational priorities, challenges, and compliance updates.
• Assist with Board and committee meeting coordination, including scheduling, agendas, meeting packages, minutes, and follow-up actions.

Administrative & Organizational Operations

• Coordinate and support day-to-day administrative processes to ensure efficient and consistent organizational operations.
• Maintain and update internal administrative systems, platforms, records, and documentation, ensuring information remains accurate, organized, and accessible to authorized personnel.
• Support administrative processes related to employee onboarding, transitions, and other internal organizational activities.
• Assist with coordinating internal recruitment and staffing administration, including documentation, scheduling, communications, and related administrative workflows.
• Coordinate administrative requests across departments, ensuring timely follow-up, proper documentation, and effective communication.
• Maintain confidential organizational records and ensure appropriate handling of sensitive employee, executive, and operational information.
• Provide logistical and administrative support for internal meetings, staff activities, organizational initiatives, and special projects.
• Undertake additional administrative and operational responsibilities as assigned in support of organizational priorities.

Qualifications

• Post-secondary diploma or degree in Business Administration, Office Administration, or a related field, or equivalent professional experience.
• Minimum 3–5 years of executive-level administrative experience in a fast-paced environment.
• Exceptional organizational and time-management skills, with the ability to manage competing priorities and meet deadlines.
• Strong written and verbal communication skills, including experience preparing professional correspondence, reports, and meeting materials.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms. Experience in Canva and SharePoint is a major asset.
• Experience working with organizational administration systems, digital platforms, and internal information-management tools.
• Familiarity with administrative processes related to employee records, onboarding, recruitment coordination, or internal operations is considered an asset.
• Strong interpersonal skills and the ability to work effectively with Board members, senior leadership, staff, and external stakeholders.
• Excellent judgment, discretion, and commitment to maintaining confidentiality.
• Demonstrated ability to work independently, take initiative, and identify practical solutions to administrative challenges.
• Adaptability, attention to detail, and a collaborative approach to supporting organizational priorities.

Salary $55,000–$65,000

annually

What We Offer

IDRF values diversity, equity, and inclusion and invites candidates from various backgrounds to join our mission-driven team. We provide a supportive and inclusive workplace culture and are committed to our staff’s professional development and well-being.

Embark on a journey with IDRF where your innovative strategies and passion for social impact can flourish.

Artificial Intelligence (AI)

At IDRF, we are committed to fair and transparent recruitment and selection. We do not use AI during any stage of our recruitment or selection processes currently.

Accommodation

IDRFis committed to an inclusive, diverse, and safe workplace and to removing barriers to employment faced by equity-seeking groups including those with disabilities. We are happy to provide accommodation at any stage throughout the hiring process.