Executive Assistant, Development

JOB SUMMARY
The Executive Assistant provides high-level administrative and operational support to the Vice President of Development. This role is responsible for managing executive priorities, coordinating schedules, and ensuring efficient day-to-day operations. The position requires strong organizational skills, effective communication, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.

RESPONSIBILITIES
Executive Administration & Coordination

Provide daily administrative support to the Vice President of Development

Manage and coordinate complex calendars, meetings, and schedules across various time zones and platforms

Prepare agendas, coordinate logistics, and distribute materials for management meetings and executive discussions

Compile briefing materials to support meetings, conferences, and executive decision-making

Attend meetings as needed, preparing accurate minutes and follow-up actions

Serve as a liaison between the VP's office and internal departments to facilitate coordination and communication

Draft, edit, and format correspondence, presentations, and other documents, including confidential materials

Review incoming communications, prioritize requests, and flag urgent matters for attention

Support scheduling and logistics for both internal and off-site meetings

Ensure organized and accurate records, files, and documentation

Assist in the preparation and formatting of internal and external documents

Maintain corporate documentation, templates, and records within SharePoint or designated systems

Client Services

Organize accurate information packages and documentation for potential clients

Present a professional front-line image to clients, both internal and external

Schedule follow-up/review meetings with senior staff and clients

Communicate on behalf of the VP and executive management with various external clients

Prioritize conflicting needs and manage projects proactively to ensure timely completion

Manage CRM (Zoho) software, setting up new projects, updating information, ensuring data accuracy, and analyzing reports for client follow-up with the Executive/Development team

QUALIFICATIONS

Demonstrated business writing skills, including proficiency in wording, tone, grammar, and punctuation

Strong written and verbal communication skills, with the ability to prepare professional correspondence and presentations

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); knowledge of Social media web platforms and Adobe Creative Cloud considered an asset

Capable of establishing harmonious working relationships with both co-workers and clients

Highly organized with strong attention to detail and accuracy

Strong interpersonal skills with the ability to interact effectively with internal stakeholders

Demonstrated ability to work independently, prioritize tasks, and meet deadlines

Maintains professionalism, discretion, and confidentiality in handling sensitive information.

Please note that we can only accept candidates who are eligible to work in Canada.

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