Executive Assistant

EXECUTIVE ASSISTANT

SUMMARY

Reporting directly to the President & CEO, the Executive Assistant (EA) will serve as their primary point of contact internally and externally. The EA also serves as a liaison to the Board of Directors, Government officials/stakeholders and Leadership Team. In addition to performing general administrative duties, the EA must enjoy working within a small, entrepreneurial environment that is mission-driven and results-oriented. Key responsibilities will include preparing correspondence, reports, presentations, agendas, event briefings, research, managing travel preparations, transcribing minutes and managing the executive's schedule. Additionally, the EA must have the ability to set goals and prioritize among multiple projects, work well under pressure, possess the ability to exercise good judgment in a variety of situations, and handle confidential matters with discretion and communicate effectively. This position is based in Toronto.

DUTIES & RESPONSIBILITIES

Executive Support:

• Managing an extremely active calendar of appointments and ensuring it is up-to-date and respected
• Arranging detailed travel plans, itineraries and documents for travel-related meetings
• Completing expense claims
• Plans, coordinates and ensures the President's schedule is followed and respected, and provides "gatekeeper" role
• Answers phones, general emails / mail and responds accordingly
• Communicates directly, and on behalf of the President & CEO, with Leadership Team, staff, Board members, and others, on matters related to programmatic initiatives
• Works closely and effectively with the President & CEO to keep them well informed of upcoming commitments and responsibilities
• Ensures the President & CEO is kept informed around general day-to-day matters, internally and externally
• Drafts specialized correspondence, reports, presentations, agendas, etc.
• Prioritizes conflicting needs, handles matters expeditiously, proactively and follows-through on projects to successful completion
• Performs other administrative duties related to special projects

Government Relations:

• Researches and prepares materials (e.g. detailed briefing documents, correspondence) to support meetings with government officials and community contacts, public events and speaking engagements
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• Prepares briefing materials, strategic updates and reports to inform executive decision-making.
• On behalf of the President & CEO, leads outreach to government officials/ stakeholders.
• Raises the profile of the company with elected and appointed government decision-makers through outreach, event organization (i.e. Event on the Hill Days), and engagement.
• Works closely with the Marketing Team to support development and execution of corporate communications initiatives aligned with Catalyste+'s branding

Board Support and Liaison:

• Serves as the President & CEO's administrative liaison to Catalyste+'s Board of Directors
• Adhere to compliance with regulations set in bylaws regarding Board and Board Committee matters, including advance distribution of materials before meetings
• Manages collection and compilation of reports and other documents required for quarterly Board meetings
• Responsible for organizing all logistics for quarterly Board meetings and taking Board and Committee meeting minutes
• Prepare and submits expense claim reports on behalf of Board members
• Arranges complex and detailed travel plans for Board members attending Board and Committee meetings (e.g. travel and accommodations)

Leadership Team Liaison:

• Participates as an adjunct member of the Leadership Team, including assisting in scheduling, attending meetings and taking / distributing minutes of the meeting, as well as travel and accommodation logistics
• Assists in coordinating the agendas for Leadership Team meetings, general staff meetings and any off-site meetings that are required

KNOWLEDGE AND SKILLS REQUIREMENTS

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Demonstrated proactive approaches to problem-solving with strong decision-making capability, can anticipate the needs of President & CEO, Leadership Team, Board of Directors and Catalyste+ Members
• Able to exercise discretion in dealing with sensitive or confidential matters
• Actively seeks opportunities and proposes solutions
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including Board members, Leadership Team, staff and Catalyste+ Members
• Successful completion of a post-secondary education or 2 to 3 years of relevant work experience
• Excellent and effective oral and written communication skills
• Ability to work independently, take direction and follow instructions
• Highly resourceful team-player
• Able to work effectively under pressure with tight deadlines
• French language skills are preferred

TOTAL COMPENSATION

The salary range for this position is $60,000 - $65,000, commensurate with experience.

At Catalyste+, we believe in a people-first approach to compensation, offering more than just a competitive salary. Our total rewards package ensures our team members are supported while doing rewarding and meaningful work. It includes:

• Comprehensive Health Benefits plan
• Employer-matched pension plan
• General time-off policies; vacation and sick leave
• Holiday office closure
• Remote or hybrid work for better work/life balance
• Mental Health & Wellness Programs
• Mentorship program
• Internal training & development events
• Innovative, collaborative, diverse & inclusive work environment

Application deadline: October 24, 2025

Catalyste+ is an employer who subscribes to the principle of equal access to employment.

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