Position Title: Administrative Assistant
Salary & Benefits: 60-65K
Position Status: Current vacancy
Location: Nepean, ON - Free parking
Work Model: Hybrid
The Administrative Assistant is a key member of the organization responsible for providing administrative support to senior leadership while ensuring the smooth day-to-day operation of the office. Reporting to the Chief of Staff & VP Operations and working closely with the CEO and Executive Team, this role supports executive priorities, office operations, governance activities, organizational events, and staff engagement.
As a highly visible member of the organization, you will be the first point of contact for staff, volunteers, community members, and external stakeholders, representing the organization with professionalism, warmth, and discretion.
Key Responsibilities
Executive & Administrative Support
- Provide administrative support to the CEO, Chief of Staff & VP Operations, and Executive Team, including calendar management, scheduling, correspondence, meeting coordination, travel, expense reporting, and document preparation.
- Anticipate executive needs, manage competing priorities, resolve scheduling conflicts, and maintain confidential information with discretion.
- Prepare reports, presentations, briefing materials, and correspondence, while supporting organizational initiatives and special projects.
Office Operations
- Serve as the primary point of contact for visitors, phone calls, and general inquiries, delivering exceptional customer service.
- Coordinate day-to-day office operations, including supplies, facilities, vendors, equipment, records management, and office maintenance.
- Maintain physical and electronic filing systems, databases, and contact lists.
- Support employee onboarding, internal meetings, training sessions, and general office administration to ensure efficient operations.
Board & Governance Support
- Provide administrative support to the Board of Directors and committees by coordinating meetings, preparing agendas and board packages, recording minutes, and maintaining governance records.
- Manage governance calendars, committee documentation, action items, orientation materials, and follow-up activities.
- Support governance initiatives including the Annual General Meeting, board retreats, agency reviews, committee activities, and awards or nomination processes.
Event & Community Engagement
- Coordinate the planning and execution of organizational meetings, fundraising initiatives, community events, and the Annual General Meeting.
- Manage event logistics including venues, vendors, catering, invitations, materials, registrations, and on-site coordination.
- Support the Development team with fundraising administration, donor stewardship, campaign activities, and related special projects.
Staff Engagement & Culture
- Coordinate staff meetings, recognition programs, onboarding activities, and employee engagement initiatives.
- Organize workplace celebrations, seasonal events, retreats, and appreciation activities that foster a positive and collaborative culture.
- Contribute to continuous improvement by identifying administrative efficiencies and supporting organizational priorities.
The successful candidate will be a highly organized, proactive, and dependable administrative professional with experience providing executive support, office coordination, or administrative assistance in a fast-paced environment. You will bring 4+ years of experience in executive assistance, office administration, nonprofit operations, or a similar role, with a proven ability to manage multiple priorities, meet deadlines, and maintain a high level of accuracy and attention to detail.
The ideal candidate will possess exceptional written and verbal communication skills, strong interpersonal abilities, and the confidence to interact professionally with senior leaders, board members, volunteers, community stakeholders, and external partners. You will demonstrate strong judgment, discretion, and professionalism when handling confidential information, while also being approachable, service-oriented, and committed to creating a positive experience for those they support.
This individual will be highly proficient with Microsoft Office Suite, and will have experience preparing professional correspondence, reports, presentations, meeting materials, and maintaining organized records. Experience supporting executives, boards, committees, governance processes, event coordination, or community-based initiatives would be considered an asset.
Your proactive mindset, ability to anticipate needs, and willingness to take ownership of projects and operational priorities will set you above the rest. A positive, flexible, and team-oriented approach is essential, along with a genuine interest in supporting the organization’s mission and community impact.
What Makes Someone Stand Out
- Experience supporting senior executives in a fast-paced, mission-driven organization.
- A proactive mindset with the ability to identify opportunities for improvement and create efficiencies.
- Strong event coordination skills with the ability to manage logistics from planning through execution.
- Exceptional relationship-building skills and the ability to represent the organization with professionalism and warmth.
- A genuine interest in contributing to a positive workplace culture and supporting meaningful community initiatives.
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AI may be used to support certain administrative aspects of our recruitment process. However, all applications and resumes are reviewed by qualified human reviewers, and all screening and hiring decisions are made solely by the hiring team.
The posted salary range reflects expected compensation for this role in accordance with Ontario pay transparency requirements. Actual compensation will be determined based on the successful candidate’s experience, skills, and qualifications and may fall anywhere within the range.
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