Description

Our client is a collaborative not-for-profit organization that is looking for passionate people to join their vision and mission

Are you passionate about organizational success?

The Pod Group is partnering with this amazing organization to place a resourceful, hands-on, and organized individual to fulfill the role of an Executive Assistant.

WHY YOUR ROLE MATTERS

As the Executive Assistant, you will provide high-level administrative, organizational and project coordination support to the Leadership Team. This is a rewarding chance to be part of a dedicated team making a real difference in the community.

HOW YOU WILL MAKE AN IMPACT

Leadership & Administrative Support

- Provides administrative support to the Executive Director and Senior Leadership Team including drafting correspondence as required.
- Arranges and coordinates meetings, including daily calendar maintenance the Executive Director, coordinates all team meetings (both on and off site), prepares and distributes agendas, ensures that facilities are booked, and confirms attendance; maintaining contact and distribution.
- Arranges registrations for conventions/conferences and accommodations for travel where required.
- Perform as a point of contact between the executive office and internal/external stakeholders (i.e. partners, staff, clients and families). Redirects to other leadership team members as required and records interactions.
- Supports the preparation and follow-up for various Executive Director and Senior Leadership Team external committees, ad hoc meetings and community and government relations activities.
- In partnership with the ELT,



establishes process for monitoring the external community for relevant appointments, promotions, etc. that require communication from the Executive Director and Senior Leadership Team office.
- Supports the process for both annual and strategic planning including tracking timelines, progress and updating of workplans.
- Preparation and follow-up for events and meetings including scheduling, inviting guests, preparation and distribution of all event/meeting materials, and booking arrangements including space, refreshments and AV equipment.
- Attends all virtual and in-person Board and Committee meetings. (Meetings can be during the work day or in the evening).
- Records, prepares and distributes minutes for Board meetings and Board Committee meetings.
- Maintains the Board Portal, ensures all materials are up-to-date and ensures all Board members have access to materials in a timely manner.
- Supports the Board in the Board Orientation process including keeping all content current in the Board Orientation Manual and Board Files.
- Assists Director of HR in maintaining a secure electronic repository of Board materials and corporate minute books.
- Maintains contact and distribution lists as well as other documents related to the Board and Committees.
- Other duties/projects that may be assigned as required.

HR Office & Operations Support





- Provide day-to-day operational support in partnership with the Director of HR & Admin.
- Human Resources support including but not limited to new employees (i.e. facilitate equipment and property transfer for onboarding and exit), recruitment scheduling, screening support, HRIS tracking.
- Maintain filing systems and support operational tracking, reporting, and ad hoc administrative tasks.
- Provide basic technical support to team members to facilitate connecting to wifi, printing documents, connecting to and configuring video conferencing equipment, etc.
- Assist with printing, photocopying, collating, distributing and retrieving documents.
- Program and Policy documentation organization and updates.
- Works with the finance department for procurement of office supplies and other services on a need basis.
- Arranges registrations for conventions/conferences and accommodations for travel where required as approved by Directors (or designate).
- Coordinate building maintenance, repairs, and service requests and maintain inventory tracking.
- Act as a point of contact for day-to-day building matters, including ensuring proper open and close procedures, parking, and general building access protocols.
- Support coordination of fire drills, emergency procedures, and general safety practices as a member of the JHSC.
- Manage purchasing and inventory of office supplies and equipment as pre-approved by Supervisors.
- Contribute ideas to continuously improve office practices and processes.
- Other duties/projects that may be assigned as required.

WHAT YOU WILL BRING

- A

📌 Executive Assistant (Canada)
🏢 The Pod Group
📍 Canada