Executive Assistant

Job Description
Staffworks is hiring a temporary Executive Assistant for our client in North York

Duration: 2–3 month full-time temporary contract (Full-time)
Location: North York, ON (mostly remote; on-site attendance required for larger meetings)
Rate: $35–$38/hour

Position Summary

Reporting to the Chief Executive Officer (CEO), the contract Executive Assistant (EA) provides high-level, confidential, and strategic administrative support to the CEO and supports selected Executive Leadership Team (ELT) priorities. The EA plays a critical role in enabling the effectiveness of the CEO by managing complex scheduling, governance support, executive communications, and cross-organizational coordination.

This contract role requires sound judgment, discretion, and the ability to work in a fast-paced, mission-driven environment.

Principal Responsibilities and Duties1. Executive Office Administration

• Provide proactive, high-level administrative and executive support to the CEO, including calendar management, meeting coordination, and follow-up on action items

• Act as a liaison between the CEO and internal and external stakeholders, ensuring professional, timely, and diplomatic communication

• Support priority initiatives and projects led by the CEO by coordinating meetings, tracking timelines, preparing briefing materials, and supporting project documentation

• Prepare expense claims, corporate credit card reconciliations, and related documentation for approval

• Coordinate executive meetings, including preparation of agendas, briefing notes, presentations, logistics, and accurate minute-taking where required

• Arrange travel, accommodations, and itineraries for the CEO and select executives

• Prepare correspondence, reports, presentations, and briefing materials using Microsoft Office and other digital tools

• Support office operations as required, including coordination with facilities, IT, and administrative services

• Maintain organized electronic and confidential filing systems in accordance with organizational policies

2. Board of Directors and Governance Support

• Provide direct administrative and governance support to the CEO in relation to the Board of Directors and Board Committees

• Coordinate Board and Committee meetings, including scheduling, agendas, materials, logistics, and secure distribution of documents

• Draft, format, and compile Board materials and presentations

• Record, draft, and track Board and Committee meeting minutes and action items for CEO review

• Monitor follow-up actions and deadlines arising from Board decisions

• Support Board member onboarding, training, and logistics as required

3. Additional Duties

• Participate in organizational initiatives, including but not limited to accreditation and health and safety-related activities

• Work collaboratively to support the implementation of integrated client safety initiatives, programs, and processes

Experience RequiredEducation

• Diploma in Business Administration or a related discipline, or equivalent experience

Related Experience

• Minimum of 5 years' experience in a senior executive or administrative support role, preferably supporting a CEO or executive leader

• Experience working in the not-for-profit, public, or healthcare sector is strongly preferred

• Demonstrated experience supporting governance bodies (Board of Directors and Committees)

• Experience supporting executive-level projects and initiatives

Skills Required

• Exceptional written and verbal communication skills

• High degree of professionalism, discretion, and confidentiality

• Strong organizational, time management, and prioritization skills

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)

• Ability to anticipate needs, exercise sound judgment, and work independently

• Strong interpersonal skills with the ability to build effective relationships at all levels

• Ability to manage competing priorities in a fast-paced environment

• Commitment to mission-driven, values-based, and equity-informed practices

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