Executive Assistant

JOB DESCRIPTION

JOB CLASSIFICATION: Executive Assistant to the CEO

PROGRAM/DEPARTMENT: Executive Office

COMPANY: Skills for Change

HOURS: 35 hours per week (Monday to Friday with occasional evening/weekend hours)

CONTRACT TYPE: Indefinite (Non-unionized)

REPORTS TO: Chief Executive Officer

START DATE: Immediately

COMPANY:

Located on the traditional territories of the Mississaugas of the Credit, the Anishnabeg, the Chippewa, Haudenosaunee, and the Wendat peoples, Skills for Change is working towards advancing the Sustainable Development Goals for the Greater Toronto and Hamilton Area. Named Charity Village's Best Non-Profit Employer—Diversity, Equity, and Inclusion, and winner of the 2021 Canada Volunteer Awards for innovation, our organization is committed to reducing poverty, improving mental health, eliminating gender-based violence, building, community, eradicating systemic racism, and creating sustainable communities for all immigrants, refugees, and underserved communities.

GENERAL ACCOUNTABILITY:

Founded in 1982, Skills for Change is a leading non-profit organization serving immigrants and refugees in Canada. Our mission is to build welcoming and equitable communities. Skills for Change is known for pioneering programs that respond to shifting immigration and workplace trends and lead to employment. We create skills development opportunities for immigrants and refugees to access and fully participate in the workplace and wider community. Our Agency has played a major role in uplifting immigrant and equity-seeking communities for 40 years. As one of the leading holistic service providers in our sector, Skills for Change offers more than 25 programs and services, and annually serves 16,000 people who are newcomers, immigrants, and equity-seeking groups in services around employment, integration, mental health, leadership, entrepreneurship, and more.

Skills for Change is working to:

• Reduce Poverty through Decent Jobs
• Settle newcomers to build a life in Canada
• Improve Mental Health and Wellbeing
• Build skills to promote increased labour market freedom
• Advocate for environmentally sustainable and healthy communities
• Combat social and professional isolation through mentorship and networking
• Help underserved seniors to make friends and be digitally safe
• Empower entire communities to work towards eradicating systemic racism

POSITION NATURE AND SCOPE:

The Executive Assistant supports the CEO by managing scheduling, communications, briefing materials, stakeholder coordination, and essential logistics that enable the CEO to focus on strategic leadership, fundraising, mission delivery, and organizational growth. This role requires exceptional judgment, discretion, and the ability to operate in a fast-paced environment interacting with government officials, funders, Board directors, partners, and senior leadership.

RESPONSIBILITIES
Executive Support

• Serve as primary point of contact for the CEO and manage access appropriately.
• Maintain and coordinate the CEO's full calendar, ensuring alignment with organizational priorities.
• Manage the CEO's professional calendar, including coordination of personal appointments occurring during work hours to ensure the CEO can fulfill both professional and personal commitments effectively.
• Prepare daily and weekly briefings including schedules, materials, priorities, and follow-ups.
• Anticipate needs for meetings, events, and external commitments.
• Monitor, triage, and draft responses to email and correspondence.
• Coordinate complex travel and logistics for professional commitments, conferences, and speaking engagements.

Communications

• Draft executive correspondence, messages, talking points, and briefing notes.
• Prepare materials for meetings with Ministers, funders, corporate partners, and Board leadership.
• Support internal and external communications including summaries, updates, and formal letters.
• Assist with preparation of written content highlighting the CEO's professional activities.

Governance Support

• Coordinate Board and Committee meetings including agenda preparation, briefing materials, and minutes.
• Track Board-related action items and ensure timely follow-up.
• Support Board Chair communications and assist with onboarding and records management.

Stakeholder Coordination

• Prepare briefing notes and background information for meetings with key partners.
• Organize logistics for public engagements, donor meetings, and sector events.
• Coordinate participation in conferences, roundtables, and meetings with government officials.

Administrative Coordination

• Support essential organization-wide administrative functions related to supplies, courier coordination, basic vendor contact, and document handling.
• Liaise with building management and external vendors as required for administrative operations.
• Maintain organized records, contracts relevant to the Executive Office, and document systems.
• Handle professional relationship management including thank-you notes, recognition gifts for donors, Board members, and partners, and professional correspondence.

Project and Information Support

• Conduct research on policy issues, funders, sector developments, and partner organizations.
• Track deadlines, deliverables, and commitments related to strategic initiatives.
• Assist in preparing materials for presentations, reports, and organizational projects.

QUALIFICATIONS
Required:

• 5 to 7 years of experience supporting a CEO or senior executive.
• Exceptional writing and communication skills.
• Advanced proficiency with Microsoft Office.
• Strong organizational and multitasking skills.
• High level of judgment, discretion, and ability to manage confidential information.
• Experience working with senior stakeholders, government offices, or Boards.
• Ability to work independently and anticipate needs.

Preferred:

• Experience in the nonprofit or public sector.
• Knowledge of governance processes.
• Experience supporting communications or stakeholder engagement.
• Understanding of immigrant-serving or community-based work.
• Fluency in an additional language.

WHAT WE OFFER

• Opportunity to work closely with the CEO of a high-impact charity.
• Competitive compensation and benefits.
• Professional development opportunities.
• Collaborative and mission-driven environment.
• Hybrid work flexibility.

Skills for Change provides learning and training opportunities for immigrants, refugees and equity seeking groups to access and fully participate in the workplace and wider community to persons with disabilities to newcomers to Canada (including refugees) to Indigenous peoples to members of a visible minority to children or youth to women of all ages including seniors to the LGBTQ2 community.

Skills for Change offers accommodation for applicants with disabilities in each stage of the hiring process. If you are contacted regarding a job opportunity, please advise if you require accommodation. This document is available in alternate format on request. We thank all applicants for their interest in this position, however only those selected for an interview will be contacted.

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