JOB SUMMARY
The Executive Assistant provides high-level administrative and operational support to the Vice President of Development. This role is responsible for managing executive priorities, coordinating schedules, and ensuring efficient day-to-day operations. The position requires strong organizational skills, effective communication, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.
RESPONSIBILITIES
Executive Administration & Coordination
- Provide daily administrative support to the Vice President of Development
- Manage and coordinate complex calendars, meetings, and schedules across various time zones and platforms
- Prepare agendas, coordinate logistics, and distribute materials for management meetings and executive discussions
- Compile briefing materials to support meetings, conferences, and executive decision-making
- Attend meetings as needed, preparing accurate minutes and follow-up actions
- Serve as a liaison between the VP’s office and internal departments to facilitate coordination and communication
- Draft, edit, and format correspondence, presentations, and other documents, including confidential materials
- Review incoming communications, prioritize requests, and flag urgent matters for attention
- Support scheduling and logistics for both internal and off-site meetings
- Ensure organized and accurate records, files, and documentation
- Assist in the preparation and formatting of internal and external documents
- Maintain corporate documentation, templates, and records within SharePoint or designated systems
Client Services
- Organize accurate information packages and documentation for potential clients
- Present a professional front-line image to clients, both internal and external
- Schedule follow-up/review meetings with senior staff and clients
- Communicate on behalf of the VP and executive management with various external clients
- Prioritize conflicting needs and manage projects proactively to ensure timely completion
- Manage CRM (Zoho) software, setting up new projects, updating information, ensuring data accuracy, and analyzing reports for client follow-up with the Executive/Development team
QUALIFICATIONS
- Demonstrated business writing skills, including proficiency in wording, tone, grammar, and punctuation
- Strong written and verbal communication skills, with the ability to prepare professional correspondence and presentations
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); knowledge of Social media web platforms and Adobe Creative Cloud considered an asset
- Capable of establishing harmonious working relationships with both co-workers and clients
- Highly organized with strong attention to detail and accuracy
- Strong interpersonal skills with the ability to interact effectively with internal stakeholders
- Demonstrated ability to work independently, prioritize tasks, and meet deadlines
- Maintains professionalism, discretion, and confidentiality in handling sensitive information.
Please note that we can only accept candidates who are eligible to work in Canada.
No Recruiting Agency phone calls, please
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