Executive Assistant, Development

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**