Employment Type: Full-time (Long-term Contract) Department: Office of the CEO Salary: $60,000 - $65,000 CAD annually Posting Date: January 09, 2026 Posting Close: January 15, 2026 Replacement The Executive Assistant will be required to work Monday - Friday: 9:00 AM - 5:00 PM. Reporting to the CEO, the Executive Assistant is accountable for providing senior-level administrative support to the CEO and serves as the primary liaison for stakeholders on all matters pertaining to the office of the CEO.

The Executive

Assistant deals with the CEO, Board of Directors, its committees, and the senior management team, on a confidential basis.

The Executive

Assistant uses discretion in the dissemination of information, organizes and coordinates executive outreach and external relations efforts, and manages special projects to successful completion, often under tight deadlines. Manages a complex calendar of appointments and detailed travel plans, ensuring effective prioritization of tasks and activities through timely coordination and collaboration with stakeholders. Acts as “gatekeeper” in planning and coordinating the CEO’s schedule, ensuring efficient utilization of the CEO’s time and aiming for win-win relationships with those seeking access to the CEO’s time and office.

Coordinates the flow of incoming and outgoing communications and responds to or redirects inquiries to the appropriate person or office. Plans, schedules, and manages logistics related to meetings/conferences, completes expense reports, and prepares and compiles meeting materials, ensuring completeness and accuracy. Manages and maintains documents and records (electronic and physical files), ensuring data/documentation integrity and ease of reference and retrieval.





Serves as the CEO's administrative liaison to the Board of Directors and Board committees: organizes the Board meetings, assists with the preparation of agendas and hand‑outs, records minutes and provides onsite assistance.

Assists

Board members with travel arrangements, lodging, and meal planning, as needed.

Senior Management Liaison

Works with the senior management team as their duties relate to the CEO, e.g. preparation of the Strategic Plan and Operating Plan documents, proofing documents, scheduling meetings, etc. College or university education in a related field, combined with increasingly responsible administrative support experience that includes 3 to 5 years supporting C‑level executives in a fast‑paced setting, preferably gained in a non‑profit environment. Thrives in a small, community‑based, entrepreneurial environment that is mission‑driven, results‑driven and community oriented.

Strong planning and organizational skills and able to multi‑task and accomplish well under pressure. Strong proficiency in the MS Office suite, MS 365, a variety of online meeting, web conferencing, and integrated computer systems (ICS) software (e.g. Advanced written, verbal, and aural English language communication skills; fluency in French and additional languages, relevant to the communities of service, will be considered an asset.





Self‑directed and independent, as well as proven experience in working effectively as an inter‑disciplinary team member in collaboration with other community professionals. Must have up‑to‑date vaccinations against COVID‑19 with a vaccine that has been approved for use in Canada. Will work out of an office located in the downtown east Toronto neighbourhood.

Office may be in a designated historic building and, as a result, not accessible under current AODA standards. Office workplace lit by a combination of light sources including LED, fluorescent, incandescent, and some natural light. The nature of the position may expose the Executive Assistant to moderate levels of tension when dealing with issues; Some evening and weekend work may be required.

Extended periods of sitting required when performing administrative tasks and while attending meetings. Frequently required to operate a computer, file, and retrieve written documents.

Dixon

Hall may use Artificial Intelligence‑assisted tools during the recruitment process to support efficiency and consistency.

Dixon

Hall is dedicated to fostering an inclusive selection process and work environment, guided by their Race Relations and Employment Equity Policies. To achieve their goal of inclusivity and diversity, Dixon Hall actively seeks exceptional candidates from varied backgrounds and with lived experiences. Individuals who self‑identify as being from marginalized communities, including Indigenous peoples, racialized persons, persons with disabilities, and those from the 2SLGBTQIA+ community or who have experienced homelessness, are strongly encouraged to apply. #

📌 ASSISTANT RESPONSABLE PLANNING (H/F) (Toronto)
🏢 Dixon Hall
📍 Toronto