Executive Operations Assistant

Job summary

Provide administrative, operational, and logistical support to the CEO, including managing schedules and communications, preparing briefings, coordinating travel, and tracking follow-up actions. Coordinate board and internal meetings, maintain organizational records and administrative systems, and support recruitment, onboarding, reporting, and special projects.

Job details

Job Overview IDRF is seeking an experienced Executive Operations Assistant to provide administrative, operational, and logistical support to its Chief Executive Officer (CEO). This role serves as a key point of coordination between the Office of the CEO, IDRF’s internal teams and board of Directors, and external stakeholders such as major donors and government officials. The ideal candidate will demonstrate their ability to operate in fast-paced, mission-driven environment and meet the needs of key leadership. Primary Responsibilities CEO & Executive Support · Manage the CEO's calendar, scheduling, and email communications, prioritize inquiries, and coordinate competing commitments. · Coordinate the CEO's in-office and local travel arrangements, with occasional support for domestic and international travel logistics. · Anticipate upcoming commitments, prepare briefing materials, and ensure the CEO is informed of important meetings, deadlines, and follow-up items. · Serve as a primary point of contact for internal and external matters involving the Office of the CEO, exercising professionalism, discretion, and sound judgment. · Facilitate communication and coordination between the CEO, leadership team, staff, and external stakeholders. · Track key action items, organizational priorities, and follow-up commitments arising from executive meetings. · Support the preparation of quarterly internal reports highlighting departmental achievements, operational priorities, challenges, and compliance updates. · Assist with Board and committee meeting coordination, including scheduling, agendas, meeting packages, minutes, and follow-up actions. Administrative & Organizational Operations · Coordinate and support day-to-day administrative processes to ensure efficient and consistent organizational operations. · Maintain and update internal administrative systems, platforms, records, and documentation, ensuring information remains accurate, organized, and accessible to authorized personnel. · Support administrative processes related to employee onboarding, transitions, and other internal organizational activities. · Assist with coordinating internal recruitment and staffing administration, including documentation, scheduling, communications, and related administrative workflows. · Coordinate administrative requests across departments, ensuring timely follow-up, proper documentation, and effective communication. · Maintain confidential organizational records and ensure appropriate handling of sensitive employee, executive, and operational information. · Provide logistical and administrative support for internal meetings, staff activities, organizational initiatives, and special projects. · Undertake additional administrative and operational responsibilities as assigned in support of organizational priorities. Qualifications · Post-secondary diploma or degree in Business Administration, Office Administration, or a related field, or equivalent professional experience. · Minimum 3–5 years of executive-level administrative experience in a fast-paced environment. · Exceptional organizational and time-management skills, with the ability to manage competing priorities and meet deadlines. · Strong written and verbal communication skills, including experience preparing professional correspondence, reports, and meeting materials. · High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms. Experience in Canva and SharePoint is a major asset. · Experience working with organizational administration systems, digital platforms, and internal information-management tools. · Familiarity with administrative processes related to employee records, onboarding, recruitment coordination, or internal operations is considered an asset. · Strong interpersonal skills and the ability to work effectively with Board members, senior leadership, staff, and external stakeholders. · Excellent judgment, discretion, and commitment to maintaining confidentiality. · Demonstrated ability to work independently, take initiative, and identify practical solutions to administrative challenges. · Adaptability, attention to detail, and a collaborative approach to supporting organizational priorities. How to Apply Please submit your resume and a cover letter to hr@idrf.ca only candidates selected for an interview will be contacted. Salary $55,000–$65,000 annually What We Offer: IDRF values diversity, equity, and inclusion and invites candidates from various backgrounds to join our mission-driven team. We provide a supportive and inclusive workplace culture and are committed to our staff’s professional development and well-being. Embark on a journey with IDRF where your innovative strategies and passion for social impact can flourish. Apply now to contribute to a global legacy of compassion and change. Artificial Intelligence (AI) At IDRF, we are committed to fair and transparent recruitment and selection. We do not use AI during any stage of our recruitment or selection processes currently. Accommodation IDRF is committed to an inclusive, diverse, and safe workplace and to removing barriers to employment faced by equity-seeking groups including those with disabilities. We are happy to provide accommodation at any stage throughout the hiring process.

What you’ll do

Provide administrative, operational, and logistical support to the CEO, including managing schedules and communications, preparing briefings, coordinating travel, and tracking follow-up actions. Coordinate board and internal meetings, maintain organizational records and administrative systems, and support recruitment, onboarding, reporting, and special projects.

Requirements

Requires a post-secondary diploma or degree in business administration, office administration, or a related field, or equivalent professional experience, and 3–5 years of executive-level administrative experience. Candidates should have strong organizational, communication, interpersonal, and confidentiality skills, proficiency with Microsoft Office and virtual meeting platforms, and the ability to manage competing priorities independently.

Benefits

• Supportive And Inclusive Workplace
• Professional Development
• Staff Well-Being

Listed skills

• report preparation · Preferred
• Microsoft Office · Preferred
• Canva · Preferred
• SharePoint · Preferred
• Communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Support
• Calendar Management
• Email Management
• Travel Coordination
• Meeting Coordination
• Board Support
• Report Preparation
• Administrative Operations
• Records Management
• Recruitment Coordination
• Employee Onboarding
• Microsoft Office
• Canva
• SharePoint
• Communication
• Confidentiality

Job areas

• Administrative
• Management & Leadership
• Human Resources
• Social Services