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Executive Assistant

The Pod Group
Mississauga, ON, Canada
January 13, 2022


Peel, ON Full-Time


Our client is a community-based social services organization focused on supporting youth who require support with housing, mental health, and addictions. The organization provides shelter and outreach support for homeless and disadvantaged youth in the Peel Region through quality, evidence-based programs. The organization collaborates with agencies across the province in driving systemic changes at the national level.


We are partnering with our client in search of a highly motivated, compassionate, and organized Executive Assistant. Reporting to the Chief Executive Officer (CEO), the Executive Assistant is responsible for providing administrative support to the CEO, Board of Directors and Leadership Team while promoting an environment consistent with the organization’s vision, mission, and values.

Role Overview

Leadership Support:

• Manage and provide administrative support as required by the CEO, ensuring all key duties are accomplished timely and efficiently.

• Promptly receive and screen incoming telephone calls and mail/emails for the CEO and respond where appropriate.

• Participate in and coordinate meetings including bookings, scheduling, preparing an agenda and minutes, distributing material and all other arrangements.

• High level calendar management with emphasis on proactive planning and scheduling meetings.

• Develop and prepare letters, manuals, reports, presentations, agendas, etc., as required.

• Provide accurate word-processing support by composing and editing a variety of documents, including confidential correspondence.

• Update and maintain information and generate reports as required in support of the CEO’s request.

• Coordinate the agency’s annual general meeting, public meetings, and agency-wide fundraising and awareness events, including sending out invitations, preparing annual reports, contacting appropriate service providers, etc.

• Supports with donation processing (entering, letter creation and distribution).

• Manage information in a timely and accurate manner and uphold a strict level of confidentiality.

• Demonstrate respect for clients and adherence to the agency’s protocols, policies, and procedures, Ministry policies, and other relevant provincial/federal legislation.

• Provide support to the leadership team in a variety of functions, including Human Resources, Payroll, Accounting and Recruitment.

Board Support:

• Participate in and support monthly board meetings, including scheduling, preparing a draft of agendas and minutes, creating presentations, distributing material, and maintaining files and reports as necessary.

• Prepare and present reports to the Board of Directors and stakeholders as required.

• Ensure the organization maintains a strong, positive image to relevant stakeholders and the general public.

Other Administrative Support:

• Ensure effective administration of all administrative functions and systems, such as email management, scheduling, databases and forms, file systems, passwords, accounts, phone and fax systems, mail, etc.

• Monitor, manage and improve the efficiency of support service contracts.

• Support purchasing of PPE, and office orders to ensure proper inventory is maintained.

• Support, research, and prepare information for grant proposals, RFPs, fundraising, and social media as required.

• Maintain agency records and documentation and ensure compliance.

• All other duties as assigned.


• A degree or diploma in office administration, business, or related program.

• 3-5 years experience of administrative/office management experience, preferably within the social services sector.

• Experience in supporting a Board of Directors including the monthly preparation of information packages and presentations.

• A youth service focus with a high level of maturity, sensitivity, and strict adherence to confidentiality.

• Strong computer skills, with knowledge of Microsoft Office Suite and basic system troubleshooting.

• Proficient in spelling and grammar with strong attention to detail and accuracy.

• Strong interpersonal skills with an emphasis on communication (oral, written, and visual).

• Highly organized with an ability to manage, perform, and prioritize a number of priorities and initiatives.

• Self-motivated and effective in working both individually and as a team member.

• Ability to establish and maintain effective working relationships internally and externally with staff, volunteers, and stakeholders.

• Completion of a successful Vulnerable Sector Check/Criminal Record Check.

• Valid CPR/First Aid and CPI certificates.

• Ontario driver’s license with access to a vehicle and valid insurance.

• Must be fully vaccinated against COVID-19, subject to applicable legislation.

This is an amazing opportunity for a highly motivated professional who is passionate about supporting marginalized and vulnerable youth! To apply, please contact George Wong at