Executive Assistant to the Global Executive Director

About Humaniti

At Humaniti, we are driven by a singular vision: to leave a lasting, positive impact on humanity. As a dedicated charity, we tirelessly work towards eradicating poverty, providing emergency aid, and upholding justice on a global scale.

Our team is the backbone of our mission. Our focus is to nurture a culture where collaboration is key, diverse perspectives are valued, and every team member is empowered to bring about change.

The Opportunity

The Executive Assistant to the Global Executive Director is a high-trust, high-impact role at the center of a mission-driven organization. You will enable the GED to operate efficiently and strategically by managing complex logistics, communications, scheduling, and priorities across multiple time zones and stakeholder groups.

This role requires exceptional judgment, discretion, adaptability, and the ability to anticipate needs before they arise. Given the global nature of the organization, the role requires flexibility in managing international scheduling demands, evolving priorities, and occasional early morning or evening coordination across regions.

The position is based in Toronto and requires in-office presence four (4) days per week.

Key Responsibilities

Executive Office & Priority Management

• Managing complex calendars across multiple time zones, coordinating meetings, resolving scheduling conflicts, and adapting to shifting global priorities efficiently.
• Supporting the Global Executive Director in managing competing priorities and ensuring critical issues are escalated and addressed appropriately.
• Helping prioritize and manage the Global Executive Director’s inbox to ensure timely, professional, and effective communication management and follow-up.
• Tracking deadlines, projects, and key deliverables for the executive office; ensuring follow-through on commitments.
• Anticipating executive needs and proactively resolving scheduling or logistical conflicts.
• Organizing digital files, records, and document control systems to maintain a high standard of organization and accessibility.

Email & Communications

• Email management, including drafting, prioritizing, flagging urgent matters, and responding on behalf of the executive.
• Managing internal and external communications with senior stakeholders (e.g., donors, partners, Board, executive leaders).
• Acting as a liaison between the executive and departments, partners, and external organizations—ensuring clarity, professionalism, and timely responses.

Meeting Preparation & Executive Briefings

• Preparing and organizing documentation, reports, and briefing materials for meetings, speaking engagements, and executive decisions.
• Writing and compiling meeting minutes with clear action items and follow-ups; tracking completion.
• Assisting in the preparation of speeches, talking points, and reading notes.

Travel, Expenses & Executive Logistics

• Managing travel arrangements (international and domestic itineraries, visas, accommodations), including detailed itineraries and contingency planning.
• Handling expense reports and administrative approvals in line with organizational policies.
• Supporting event preparation, executive engagements, and high-level visits (e.g., partner visits, donor meetings, VIP engagements).

Confidentiality & Professional Standards

• Maintaining confidentiality of sensitive business and personnel information, demonstrating sound judgment and discretion at all times.

Qualifications & Experience

• 5+ years in an Executive Assistant (or equivalent) role supporting senior leaders; nonprofit/INGO experience is an asset.
• Demonstrated experience managing complex calendars, global scheduling, travel, and high-volume communications in a fast-paced environment.
• Experience supporting executives with inbox management, prioritization, and coordination across competing demands.
• Exceptional writing and editing skills with the ability to draft polished, executive-level communications.
• Strong organizational systems mindset: ability to build structure, improve workflows, and manage competing priorities.
• Advanced proficiency with Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel), Google Workspace, project management systems, and CRM platforms, with the ability to quickly learn and adapt to new tools.
• Professional, confident communicator with strong interpersonal skills and diplomacy.
• Proficiency in Arabic, Urdu, or Spanish is considered an asset.

Core Competencies

• High judgment, confidentiality, and discretion in handling sensitive information.
• Trustworthy, loyal, and dependable, with a strong sense of ownership.
• Demonstrates honesty and integrity in all interactions and decisions.
• Creative, adaptable, and solutions-focused; able to problem-solve in fast-changing environments.
• Highly organized with strong time-management skills and the ability to balance competing priorities.
• Comfortable operating in a fast-paced global environment with evolving schedules and priorities.
• High emotional intelligence (EQ); communicates with empathy, professionalism, and tact.
• Diligent and detail-oriented, with strong follow-through and accountability.
• Proactive and goal-oriented, using a SMART goals approach to planning and execution.
• Mission-aligned and motivated by Humaniti’s humanitarian vision and impact.