Executive Assistant

Our Mission

Fife House Foundation Inc. is Canada's largest supportive residential programming and housing services provider for individuals and families living with HIV/AIDS.

We believe that access to secure and affordable housing is a key determinant of the health and well-being of people living with HIV/AIDS, and we strive to bring about positive and lasting change through cooperation, collaboration, and partnership with other service agencies and meaningful engagement and involvement of diverse communities of people living with HIV/AIDS.

Position Overview

Fife House Foundation is seeking a highly organized, proactive, and confidential Executive Assistant to provide administrative support to the Executive Director, Board of Directors, and leadership team. This role is central to the smooth operation of the agency's executive functions and includes high-level administrative support and coordination of the Board of Directors and the Board Sub-committees, the Executive Director, and organizational meetings, and agency-wide events.

Shift Rotation: 10:30 am to 6:30 p.m., Mondays to Thursdays 4 days a week (32hrs) – some flexibility is required - (May be required to work evenings and weekends based on the Executive Director's schedule)

Job Category: Part Time, Salaried (Contract until July 31st ,2026)

Union Status: Non-Union Location: Head Office/In-Person

Key Responsibilities

Leadership & Executive Support

• Provide comprehensive administrative support to the Board of Directors and Executive Director, ensuring all duties are completed accurately and efficiently.
• Manage and screen incoming telephone calls, emails, and correspondence on behalf of the Executive Director, responding or redirecting as appropriate.
• Proactively manage the Executive Director's calendar, including scheduling internal and external meetings and events.
• Prepare high-quality correspondence, reports, manuals, presentations, and other documents as required.
• Coordinate logistics for organizational meetings and events, including preparing agendas and minutes, booking venues, arranging materials, and managing bookings for the Board Meetings/Sub-committee meetings, Executive Director, and All-staff meetings.
• Support and organize the Annual General Meeting and oversight of the Membership renewal and key agency-wide events.
• Handle sensitive information and maintain a high degree of confidentiality and discretion.

Finance & Expense Support

• Track and categorize all personal expenses of the Executive Director and Board-related spending, using designated expense management software or systems.
• Collect, organize, and digitize receipts for all the Executive Director and Board-related business expenditures.
• Maintain detailed records of the Executive Director's credit card statements, bank transactions, and cash expenses.
• Flag unusual or significant expenses for executive review and approval.
• Track and administer membership renewal payments for the organization.

Board of Directors Support

• Coordinate and support all monthly Board and Committee meetings, including scheduling dates, drafting agendas and minutes, and compiling and distributing board materials.
• Manage logistics for board meetings, including booking meeting spaces and ordering meals.
• Maintain organized records, presentations, and reports for the Board of Directors.
• Assist with preparing reports and communications for the Board.
• Coordinate the reproduction of the AGM package.

Organizational & Administrative Support

• Manage administrative systems, including emails, filing, databases, schedules, phone systems, and supplies.
• Coordinate and support the Corporate Membership Drive by assisting with outreach efforts, tracking memberships, and preparing update reports.
• Carry out additional duties as assigned to support the governance and operational needs of the organization.

Skills & Qualifications

• Minimum 2–3 years of experience in an Executive Assistant or senior administrative role, preferably in a non-profit or community services setting.
• Experience working in or supporting leadership within non-profit or community-based organizations
• Familiarity with board governance support, including minute-taking and preparing briefing materials
• Demonstrated adaptability and initiative in supporting evolving executive and organizational needs
• Exceptional organizational, time management, and problem-solving skills.
• Strong written and verbal communication skills.
• Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• High level of professionalism and discretion when handling confidential information.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with databases, Canva, Adobe Pro or DocuSign, and virtual meeting tools (e.g., Zoom, Teams).
• Understanding of or commitment to the values and mission of Fife House and the communities it serves.

ASSET:

• Post-secondary certificate in Office or Business Administration or equivalent
• Cultural competency and sensitivity in working with diverse populations, including those affected by HIV, homelessness, and mental health and addiction
• Awareness of social determinants of health and their impact on HIV-affected communities
  
  Bilingualism or multilingualism is considered an asset

FIFE HOUSE is committed to upholding the values of equity, diversity, and inclusion in our living and work environments. We know that diversity underpins excellence and that we all share responsibility for creating an equitable, diverse, and inclusive community. In pursuit of our values, we seek members who will work respectfully and constructively with differences and across levels of power.

We actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:

• Persons living with HIV/AIDS
• First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
• Members of groups that commonly experience discrimination due to race, ancestry, colour, sexual orientation, gender identity, gender expression, religion, and/or spiritual beliefs, and/or place of origin; and
• Persons with visible and/or invisible (physical and/or mental) disabilities;

We recognize that many of these identities intersect and that therefore, equity, diversity and inclusion can be complex. We value the contributions that each person brings, and are committed to ensuring full and equal participation for all in our community.

Fife House is an equal opportunity employer committed to being a diverse and inclusive workplace. We are committed to providing employment in accordance with the Canadian Human Rights Act and the Accessibility for Ontarians with Disabilities Act. Any assessment and selection materials or processes used during the recruitment process will be available in an accessible format to applicants with disabilities, upon request. If contacted for an interview, please advise the Recruiter if you require disability-related accommodation.

Accommodations are available on request for candidates taking part in all aspects of selection process.

TO APPLY:

We thank all applicants, but only candidates selected for an interview will be contacted.