Executive Assistant

The Executive Assistant provides high-level administrative, governance and operational support to the Executive Director. The role acts as the key liaison between the Executive Director and the Board of Directors and plays a critical role in upholding organizational governance responsibilities. The Executive Assistant supports the Executive Director through maintaining corporate records, managing reporting timelines and responsibilities, supporting strategic activities and ensuring consistency throughout the organization.

• Provide comprehensive administrative support to the Executive Director
• Draft, edit, proofread and format correspondence, reports, presentations, policies, and other documents
• Prepare draft Executive Director reports for Board meetings and committees
• Manage and maintain the Executive Director’s calendar, appointments and scheduling priorities
• Support with e-mail correspondence
• Coordinate travel arrangements and itineraries for the Executive Director and Leadership Team
• Assist with project management and follow-up on strategic initiatives and action items
• Support the development and monitoring of organizational goals, performance measures and key performance indicators
• Track and monitor projects, deadlines and organizational priorities on behalf of the Executive Director
• Support in the organization transition to a consistent and streamlined workplan
• Support the Executive Director with external committee responsibilities and administration
• Prepare and distribute organizational communications in collaboration with the Executive Director
• Draft internal and external correspondence on behalf of the Executive Director

• Serve as the primary liaison between the Executive Director and the Board of Directors
• Coordinate all Board and Committee meetings, including scheduling, agenda preparation, distribution of meeting materials and logistics
• Act as the corporate secretary for the Board and committees
• Record, prepare, maintain and distribute accurate meeting minutes for Board, committees, senior leadership teams, working groups, leadership meetings and other meetings as required
• Maintain board records, governance documentation, director contact information, committee memberships and board term tracking
• Support with Board recruitment, orientation and training
• Coordinate the planning and execution of the annual general meeting
• Ensure governance documents remain current and accessible
• Maintain the Board calendar

• Maintain and organize all corporate records, legal documents and organizational files.
• Ensure appropriate retention and security of corporate records and governance documentation
• Manage HTH’s corporate calendar and keep it up-to-date with key organizational dates, deadlines and funder reporting requirements.
• Support organizational compliance with the Ontario non for profit corporations act
• Maintain organizational consistency in formatting of forms, policies and procedural documentation
• Maintain organizational process maps, logic models and theory of change.
• Coordinate and submit funder reports in collaboration with the Director of Finance and appropriate staff
• Support the preparation, submission and tracking of grant applications
• Monitor reporting deadlines to ensure a timely submission
• Maintain compliance tracking systems

• Review and proofread reports, grant applications, policies and procedures
• Maintain organizational process maps, logic models and theory of change
• Ensure consistency of organizational messaging, branding and professional standards
• Support organizational change initiatives and strategic projects
• Carry out other duties and responsibilities as assigned.

• Post-secondary degree or diploma in relevant subject (Office Administration, Business administration)
• 5+ years’ experience as an Executive Assistant
• Experience in a charitable or non-profit organization
• Proficient in Microsoft
  365, Outlook and eager to learn our internal systems.
• Highly organized with the ability to manage multiple projects.
• Must have strong…