Executive Assistant

Work Environment: Mississauga (Near Toronto Pearson Airport) | Hybrid Work: 4 Days In-Office + Remote Fridays

Position Purpose:

Reporting directly to the President & CEO with a dotted line to the VP of Operations, this is your chance to support a mission-driven organization that champions climate-friendly, efficient heating and cooling systems across the country. This role is central to the effective functioning of the organization by providing high-level administrative support to the leadership team, and ensuring efficient board and committee administration. The Executive Assistant will manage complex scheduling, prepare and coordinate board and leadership meetings, and ensure timely documentation and follow-up.

Duties & Responsibilities:

Boards, Staff & Committee Meetings

• Coordinate and schedule Board, staff and/or committee meetings, including venue bookings and virtual meeting arrangements
• Lead the process for the preparation and distribution of agendas and materials in collaboration with key stakeholders
• Record and manage meeting action items ensuring proper documentation and follow-up
• Prepare PowerPoint presentations and information packages for board meetings
• Attend all Board and major committee meetings for the purposes of recording minutes &/or capturing action items

Other Meetings & Events

• Assist in the planning and execution of the HRAI annual business meeting (AGM).
• Coordinate all notifications and document distribution related to the AGM. Plan and organize other ad hoc meetings as required
• Plan and organize other ad hoc meetings as required

Office & Leadership Admin Support

• Manage the Leadership quarterly reporting schedule
• Review, update, and archive Terms of Reference for all HRAI related boards, committees, etc., as required.
• Oversight and coordination of the content on the Director's Resource sub-site and updates
• Assist the President with the orientation process for new BOD members
• Provide high-level calendar and administrative support for the President and Leadership team as required
• Manage the HRAI voicemail and general email inbox, directing inquiries appropriately.
• Assist the VP of Operations with office maintenance services provided by 3rd party vendors
• Oversee the purchase and maintenance of office and kitchen supplies for staff
• Assist HR with the orientation process for new team members

Qualifications:

Experience:

• Minimum 5 years of experience as an Executive Assistant or in a similar senior administrative role, ideally with experience supporting a board of directors
• Previous experience using a database including updating, maintaining and reporting
• Previous experience in supporting or planning events

Core Competencies:

• Professional communication and interpersonal skills to interact effectively with a broad range of internal and external stakeholders, to provide clear and concise information to participants and other parties involved in the delivery of the applicable programs
• High attention to detail for preparing documentation, tracking meeting deliverables, managing databases and determining and maintaining compliance to specific program policies and requirements
• Strong time management skills and ability to prioritize multiple tasks.
• Advanced proficiency with Microsoft Office skills, especially Word and PowerPoint (some Excel requirements as well)
• Advanced verbal and written English language communication abilities
• Knowledge of Zoom (e.g., scheduling, breakout rooms, hosting) and advanced Outlook features (e.g., calendar sharing, rules, scheduling assistant) is considered an asset.

Education:

• Holds a post-secondary diploma or degree in administration, or a related field

What We Offer:

• Hybrid Model: Work 4 days in-office near Toronto Pearson Airport, with remote Fridays to recharge.
• Vacation & Benefits: Start with 3 weeks of vacation, comprehensive benefits, summer hour schedule and Health Care Spending Account (HCSA) top-up.
• Retirement Ready: Employer RRSP contributions after 1 year.
• Impactful Work: Be part of a tight-knit, purpose-driven team working on big climate and energy issues that affect every Canadian.

How to Apply:

HRAI is proud to be an equal opportunity employer. We are committed to fostering an inclusive and accessible environment for all candidates and employees. We welcome and encourage applications from individuals of all backgrounds, including those from historically marginalized communities.

If you require accommodation during the recruitment process, please let us know when contacted for an interview. We will work with you to meet your needs.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

We look forward to reviewing your application