Executive Assistant Job Mississauga area,Ontario Canada,Administrative/Clerical

Executive Assistant

Who We Are

Human Appeal is a global non-profit humanitarian and development organisation. We deliver life-saving emergency assistance such as food, medical aid, and disaster relief. At the same time, we run sustainable, community-led programmes in healthcare, education, and livelihoods to build resilience and self-reliance. Our experienced local teams work in vulnerable, hard-to-reach areas. Guided by a vision of a just, caring, and sustainable world, our mission is to save lives, alleviate poverty, and empower communities in line with the core humanitarian principles of humanity, impartiality, neutrality, and independence.

Position Overview

The Executive Officer will oversee the daily of her department, ensuring effective organisation and follow-up on the initiatives, and providing comprehensive support to enhance productivity. The ideal candidate will excel in managing a fast-paced, dynamic environment, possess exceptional communication skills, and have the ability to keep up with the numerous initiatives while ensuring seamless execution of tasks and meetings. This is a full time role, and the individual will be working 37.5 hours per week.

The salary range for the this role is $55,000-$65,000 and this is a new role. This role will be primarily in office as well.

Main Responsibilities

NB: Employee duties are not limited only to the above-mentioned responsibilities; they may perform other duties as assigned

Manage the executives daily, weekly, and long-term schedule, ensuring meetings are well-prepared and objectives are clear.

Organize meetings, both internal and external, with comprehensive agendas, briefing notes, and timely follow-ups.

Track the executive commitments and ensure timely execution of deliverables and deadlines by coordinating with other executives and team members.

Keep track of all tasks assigned by the executive and ensure follow-up and completion in a timely manner.

Maintain a task tracking system that ensures all team members are aware of their responsibilities and deliverables.

Monitor and remind the executive of pending matters, offering solutions or alternatives where necessary.

Serve as the primary point of contact between the executive and internal/external stakeholders.

Draft communications, emails, and reports on behalf of the executive, ensuring accuracy, clarity, and alignment with the executive's tone.

Translate verbal discussions into actionable plans, ensuring that conversations lead to measurable outcomes.

Handle general personal needs and administrative duties of the executive, including managing travel arrangements, expense reporting, and other logistical matters.

Serve as the gatekeeper to the executive's time, ensuring that high-priority matters receive appropriate attention

Ensure the executive is well-prepared for all meetings by gathering necessary background information, preparing briefing notes, and identifying key action points.

Attend meetings alongside the executive, take detailed minutes, and ensure decisions are documented and communicated effectively.
Candidate essential criteria

Educated to a Degree Level (Bachelors degree or equivalent in a relevant field such as Business Management)

Executive Assistant/Project Management qualification or certification;

Experience in an executive assistant, operations/project management.

Strong verbal and written communication skills;

Excellent interpersonal skills with ability to work and build relations with a wide range of people especially HNDs and executives, remaining tactful and diplomatic, managing senior relations and conflicting interests.

Proficiency in project management tools and techniques.

Exceptional attention to detail and the ability to follow through on multiple concurrent tasks.

Proactive and self-motivated, with the ability to anticipate the executive's needs and act accordingly.

Ability to handle confidential and sensitive information and material and to act with discretion at all times.

Languages

• English essential

Other languages such as French, Arabic or Urdu are desirable.

How to apply

We are keen to appoint the right person for this position as soon as possible and will be considering applications as they are received. To maximise your opportunity, please submit your CV promptly by clicking the link provided to apply. We look forward to receiving your application and hearing from you.

Please note that we will only be contacting the shortlisted candidates. Applying candidates must have the legal authorisation or right to work in the designated work location/duty station. Please also note that AI will not be used in sourcing candidates for this role.