Job Title
Executive Assistant
Reports To
Executive Director
34 hours/week
Location
Onsite- OG Hub
Salary
Starting at $60,000
Job Summary
The Executive Assistant provides high-level administrative, governance and operational support to the Executive Director. The role acts as the key liaison between the Executive Director and the Board of Directors and plays a critical role in upholding organizational governance responsibilities. The Executive Assistant supports the Executive Director through maintaining corporate records, managing reporting timelines and responsibilities, supporting strategic activities and ensuring consistency throughout the organization.
Responsibilities and Activities
EXECUTIVE DIRECTOR SUPPORT
- Provide comprehensive administrative support to the Executive Director
- Draft, edit, proofread and format correspondence, reports, presentations, policies, and other documents
- Prepare draft Executive Director reports for Board meetings and committees
- Manage and maintain the Executive Director’s calendar, appointments and scheduling priorities
- Support with e-mail correspondence
- Coordinate travel arrangements and itineraries for the Executive Director and Leadership Team
- Assist with project management and follow-up on strategic initiatives and action items
- Support the development and monitoring of organizational goals, performance measures and key performance indicators
- Track and monitor projects, deadlines and organizational priorities on behalf of the Executive Director
- Support in the organization transition to a consistent and streamlined workplan
- Support the Executive Director with external committee responsibilities and administration
- Prepare and distribute organizational communications in collaboration with the Executive Director
- Draft internal and external correspondence on behalf of the Executive Director
Board Governance and Committee Support
- Serve as the primary liaison between the Executive Director and the Board of Directors
- Coordinate all Board and Committee meetings, including scheduling, agenda preparation, distribution of meeting materials and logistics
- Act as the corporate secretary for the Board and committees
- Record, prepare, maintain and distribute accurate meeting minutes for Board, committees, senior leadership teams, working groups, leadership meetings and other meetings as required
- Maintain board records, governance documentation, director contact information, committee memberships and board term tracking
- Support with Board recruitment, orientation and training
- Coordinate the planning and execution of the annual general meeting
- Ensure governance documents remain current and accessible
- Maintain the Board calendar
Corporate Administration, Records Management and Reporting
- Maintain and organize all corporate records, legal documents and organizational files.
- Ensure appropriate retention and security of corporate records and governance documentation
- Manage HTH’s corporate calendar and keep it up-to-date with key organizational dates, deadlines and funder reporting requirements.
- Support organizational compliance with the Ontario non for profit corporations act
- Maintain organizational consistency in formatting of forms, policies and procedural documentation
- Maintain organizational process maps, logic models and theory of change.
- Coordinate and submit funder reports in collaboration with the Director of Finance and appropriate staff
- Support the preparation, submission and tracking of grant applications
- Monitor reporting deadlines to ensure a timely submission
- Maintain compliance tracking systems
STRATEGIC AND ORGANIZATION SUPPORTS
- Review and proofread reports, grant applications, policies and procedures
- Maintain organizational process maps, logic models and theory of change
- Ensure consistency of organizational messaging, branding and professional standards
- Support organizational change initiatives and strategic projects
- Carry out other duties and responsibilities as assigned.
Qualifications
- Post-secondary degree or diploma in relevant subject (Office Administration, Business administration)
- 5+ years’ experience as an Executive Assistant
- Experience in a charitable or non-profit organization
- Proficient in Microsoft365, Outlook and eager to learn our internal systems.
- Highly organized with the ability to manage multiple projects.
- Must have strong interpersonal skills and the ability to work both independently and in a team environment
- Familiarity with the way nonprofit organizations are structured
- Genuine interest in our mission
- Must display interpersonal and communication skills
- Strong writing capacity
REQUIRED COMPETENCIES
Teamwork:
- Work cooperatively and collaboratively with other members of the organization; demonstrate the ability to cooperate in achieving organizational goals and work objectives; share information and communicate effectively with team members; use effective conflict resolution skills.
Service Delivery:
- Recognize, meet, and effectively communicate regarding the unique service needs of individual women and children in service; role model and mentor others to develop the ability to apply a woman-centred approach to service delivery which demonstrates a comprehensive understanding of the organization’s mission, beliefs and aims, anti-racist/anti-oppression/harm reduction framework.
Policy, Procedure and Process Adherence:
- Thoroughly understand and apply appropriate organizational and operational policies, principles, procedures, methodologies, rules, guidelines and interpretations in all aspects of daily work.
Judgment/Decision Making:
- Demonstrate ability to analyze relevant information and evaluate alternate courses of action within scope of position; anticipate consequences and assume responsibility for actions taken.
Adaptability/Innovation:
- Demonstrate initiative to respond effectively to challenges and responsibilities; demonstrate flexibility when considering concepts, ideas and work practice; able to initiate new ideas and recommend innovative methods, processes and strategies.
Listening, Understanding and Responding
- Demonstrate the ability to practice active listening; to understand scenarios as they occur, and to respond appropriately when interacting with individuals and groups; liaise effectively and respectfully with team, supervisors, co-workers, service users and the general public.
Achieving Results:
- Able to achieve or surpass identified goals with appropriate use of supervision; consistently produce quality work by establishing priorities, implementing, monitoring and adjusting in order to meet objective and deadlines.
Technological Competence:
- Appropriately and efficiently use office equipment; use technology with fluency and ease; resolve routine problems without assistance; learn new technologies quickly and adapt to change easily; comply with computer and equipment use policy.
Intersectional Feminist Analysis:
- Provide all services and supports using an intersectional feminist approach which recognizes that social norms are set by the dominant social groups, and work towards dismantling those norms; recognize women’s individual and unique social locations and experiences of oppression; understand identities of gender, sex, sexual orientation, class, race, ethnicity, religion or spirituality, immigration status, and ability; understand the complexity of these identities, and connect these social locations to the multi-layered experiences of power, privilege and oppression, and how various social norms give or diminish power; Understand how oppression contributes to systemic injustice and social inequality; demonstrate a strong understanding of all forms of gender-based violence; demonstrate a commitment to continuing education as it relates to feminism and violence against women.
Work Within a Harm Reduction Philosophy:
- Demonstrate knowledge and understanding of harm reduction principles as an evidence-based framework; understand use, effects and impacts of substances and able to communicate both practical and functional aspects of harm reduction practices to the women we serve; meet women “where they are at” with a non-judgmental approach; demonstrate a commitment to continuous learning in regards to trends, strategies, legislation etc.
July 2026
