Our client is currently looking for an Executive Assistant who will provide high-level administrative and operational support to the Executive Director, Senior Management, and the Chair and Members. This role ensures the smooth execution of daily operations, effective communication flow, and the coordination of key initiatives and events, all while handling sensitive information with discretion and professionalism.  This is a 3 month contract with the potential for extension.

Key Accountabilities:

• Manage the Executive Director’s calendar, schedule and coordinate meetings, and prepare briefing materials and agendas.
• Organize meeting logistics (in-person and virtual), including room bookings, equipment setup, and timely distribution of meeting materials; attend meetings to record and circulate minutes as needed.
• Monitor and prioritize the Executive Director’s inbox, flagging urgent matters and attaching relevant background information; ensure timely follow-up and logging of correspondence.
• Provide real-time updates to the Executive Director and senior leadership on schedule changes or emerging priorities.
• Maintain a strong understanding of operations to proactively identify and flag issues for leadership attention.
• Handle sensitive inquiries with professionalism and discretion; liaise with government officials, stakeholders, and internal teams to exchange information or resolve issues.
• Maintain organized systems for files, records, logs, and bring-forward tracking.
• Conduct research and prepare background information for decision-making and correspondence.
• Draft and proofread professional communications, reports, and presentations.
  Coordinate travel arrangements and conference registrations for the Executive Director and senior leadership.
• Maintain the Executive Director’s contact database, ensuring up-to-date and accurate information.
• Respond to requests for information from ministries, public agencies, and stakeholders, escalating to the Executive Director when appropriate.
• Oversee and support the Administrative Assistant, including training and guidance for backup coverage.
• Process expense claims, reconcile credit card statements, and ensure proper coding and authorization of expenditures.
• Manage office supplies, equipment maintenance, courier services, and event logistics.
  Maintain attendance records for the Executive Director’s office and senior leadership team.
• Provide administrative support for team events, internal meetings, and special initiatives.Perform general administrative duties and special projects as assigned.

Qualifications:

• Post-secondary diploma in a related field and five years of related experience in leading and providing administrative or program support to senior level executives and/or boards of directors, or an equivalent combination of education, training and experience.
• Ability to develop and implement administrative work procedures and systems.
• High level of discretion and the ability to maintain strict confidentiality with highly sensitive information.
• Ability to exercise initiative and good judgement.
• Ability to collaborate and work in a team environment.
• Proficiency with tools such as Teams, SharePoint, Word, Excel, PowerPoint, Visio, Outlook, Adobe Acrobat, DocuSign).

We’re an equal opportunity employer committed to increasing diversity and inclusion in today’s workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Minorities, women, LGBTQ candidates, and individuals with disabilities are encouraged to apply. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions.