Executive Assitant (Permanent)

CoreFactor is searching for an Executive Assistant on a Permanent/full-time basis for a client located in the GTA. This position is hybrid and will require the successful candidate to be in the office three (3) days per week in the downtown Toronto location. Purpose of the Position: This position is responsible for the smooth operations of the office of the Chief development and marketing officer by managing department workflow, priorities and deadlines, resolving day-to-day issues, supporting the development of budgets, reports, plans and projects as well as providing administrative support to the VP Campaign and department directors. Key Result Areas: Managing the CDMO and VP calendars in a manner that is respectful of all enquiries, yet diligent in ensuring appropriate use of time, based on the guidelines set by the CDMO/VP. Assisting with emails and attachments to ensure deadlines are managed and priorities are set. Maintaining a tracking system to ensure deadlines are met.Preparing responses to correspondence for CDMO/VP approval and signature. Liaising with staff, Board Members, Donors and service providers on behalf of the CDMO/VP: Preparing expense documents and purchase requisitions for processing Tracking budget against expenditures. Maintaining a functional filing system. Organizing travel arrangements as required. Setting up internal and external meetings Drafting agenda’s, reports and completing minutes for meetings Preparing welcome letters and packages for new volunteers or Committee members Ensuring contact information for Fundraising/Development Committee members is kept current. Providing administrative support to the Fundraising/Development Committee. Organize and coordinate the development of meeting materials, such as reports, presentations etc. Prepare schedules and templates for department planning, performance reviews and Board reports. Tracking department deadlines and follow-up with staff to ensure deadlines are met. Update donor files in Raiser’s Edge as needed. Working with the department to ensure all fundraising policies are organized, updated and reviewed on an annual basis and shared on the staff portal. Conducting research independently or with a defined team for competitive or environmental analyses, factchecking or to gathering stats and data. Prepare PowerPoint presentation for internal and external meetings Support to the Department Directors: Organize onboarding program for new staff and ensure that procedures are followed for staff leaving the agency. Participate in supporting special events such as donor reception Support with development of PPT presentations Requirements Preferred BA, College diploma in Administrative studies Must have a minimum of 5 years related work experience Proficient in Microsoft office at an intermediate to advance level, particularly Word, Outlook, Excel and PowerPoint Use of internet for research Excellent telephone manner and verbal and written communications Knowledge of marketing and fundraising with a technical knowledge of fund raising is an asset Proficient in formal minute taking, senior volunteer interaction, confidential and sensitive material handling

The role is responsible for managing the workflow, priorities, and calendars of the Chief Development and Marketing Officer and VP Campaign. Key tasks include administrative support, budget tracking, meeting coordination, and maintaining donor records in Raiser's Edge.

Candidates should have a bachelor's degree or college diploma in administrative studies and at least 5 years of related experience. Proficiency in Microsoft Office and strong communication skills are required, with knowledge of fundraising being an asset.

Identified from the job description. Confirm important requirements above.

• Executive Support
• Calendar Management
• Administrative Support
• Budget Tracking
• Meeting Minutes
• Travel Coordination
• Raiser's Edge
• Microsoft Office
• Microsoft Word
• Microsoft Outlook
• Microsoft Excel
• Microsoft PowerPoint
• Research
• Fundraising Knowledge
• Marketing Knowledge
• Stakeholder Liaison

• Administrative
• Management & Leadership
• Marketing
• Social Services

Minimum education

Professional degree

Minimum experience

5+ years

Apply by

Aug 22, 2026

Posting language

English

Working hours

40 hours per week

Office presence

3 days per week

Seniority

Mid-Senior level

Application method

Direct apply is available