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Executive Assistant to the Chief Development Officer (Not-For-Profit) Hybrid

Executive Assistant to the Chief Development Officer (Not-For-Profit) Hybrid

Etobicoke, ON

Canada

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Our client is a leading not-for-profit in Toronto, assisting communities each year using evidence-based treatments and programs. The organization raises critical funds to support on-going research and evaluation, and staff training to ensure their clients receive the most effective and appropriate care. They do this through a personal approach with their donors at all levels.

Job Description

The Executive Assistant to the Chief Development Officer is a new position, reflecting the organization’s growth in revenues over the past five years and ambitious plans for the future. This dynamic role will be the lynch pin for a smoothly operating, productive, efficient, and professional office. The Executive Assistant will be responsible for a significant variety of multi-faceted assignments of a senior administrative and coordinative nature, in addition to managing a core piece of the organization, and its donor database. Additional key support responsibilities exist in grant management, donor relations, stewardship, meetings, and events.


The successful candidate will be adept at taking items off the CDO’s plate and managing competing priorities – both theirs and the CDO’s. An independent worker who takes initiative, uses sound judgement, enjoys a lively and collaborative workplace, the Executive Assistant will join a growing team, dedicated to raising significant funds to support the Centre’s life-changing services. As a new position, the opportunity exists to shape and develop new systems and processes to ensure maximum effectiveness and efficiency in the Foundation office.



Duties include but are not limited to the following:


  • Administrative support to the Chief Development Officer in all aspects of their daily routine, including dealing with key stakeholders and highly confidential information, email and general correspondence management, calendar management including scheduling appointments/meetings/interviews, developing reports and presentations.
  • Management of the Donor Management System including data management and donation processing, donor and financial reporting, grant tracking and proposal preparation, and tax receipting.
  • Support to the Manager of Annual Programs and the Marketing & Communications Specialist in their specific roles as required.
  • Coordination and support of meetings and events, scheduling, AV and technology, minuting, production of documents and distribution of material.
  • Proof-read, edit and format department documents (e.g. funding proposals, grant submissions and evaluation reports, project management documents).
  • Assisting with the creation and maintenance of systems and protocols.
  • Assisting in the development and monitoring of various budgets, including Departmental budgets, project budgets and grant budgets.
  • General clerical and administrative functions including preparing mailings and mail merges, transcribing, photocopying, shipping packages, ordering of supplies, etc.

Job Requirements

  • Three (3) to seven (5) years of job-related experience in an administrative role supporting senior-level management.
  • Advanced computer skills and deep experience employing a variety of software applications, including Microsoft 365 (including Word, Excel, Power Point), Teams, Zoom, and ideally Canva.
  • Self-directed worker with strong organizational and time management skills and proven ability to organize, plan, prioritize multiple projects, meet deadlines and reprioritize as needed.
  • Independently motivated to take the initiative to lead or move forward key tasks; resourceful with a can-do attitude.
  • Ability to maintain confidentiality and uses a high degree of discretion and sound judgment with the ability to prioritize and independently make decisions.
  • Superior written and oral communication and customer service skills. .
  • Stays calm and focused under pressure and while juggling competing priorities.
  • A team player capable of cultivating productive working relationships with a wide range of people across the organization
  • A sense of humour, ability to bring levity, and positive outlook.


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