Executive Assistant to the President & CEO - 12 Month Parental Contract

Job summary

Manage executive calendars, communications, meeting materials, minutes, follow-ups, travel, expenses, and office operations for the President & CEO and the organization. Support Board and Committee governance, annual meeting and filing processes, national meetings, donation administration, and coordination with internal and external stakeholders.

Job details

About Jewish Federations Of Canada-United Israel Appeal (JFC-UIA) Jewish Federations of Canada-United Israel Appeal (JFC-UIA) strengthens the Jewish communities of Canada and the engagement of our Canadian Jewish federations and communities with the people of Israel and Jewish communities worldwide, generating opportunities for engagement and philanthropic impact. JFC-UIA also convenes and leads the national federation system, to achieve progress on a broad range of national and Israel and overseas priorities, through consensus building and collective action. About The Opportunity JFC‑UIA is seeking an Executive Assistant for a 12‑month parental leave contract to provide high‑level administrative support to the President & CEO, the Senior Director of Finance, and the overall operations of our Canadian head office. A key aspect of your role is to create time and space for the President and CEO by ensuring an efficiently operating office and helping to prioritize issues, and demands. The Executive Assistant also plays a major role in producing materials required for meetings, governance, and various initiatives, as well as communication with volunteer leadership and professionals. Responsibilities Manage the President & CEO’s calendar, understanding priorities, and dealing with emerging priorities, and multiple meetings; Key point of contact between CEO and internal / external stakeholders, demonstrating confidentiality and discretion when addressing sensitive issues; Prepare meeting materials, take minutes, determine action items, and track follow-ups for Board and Committee meetings; prepare and manage various elements of the Annual General Meeting and annual filings, working collaboratively with the Senior Director of Finance; General office duties such as filing, photocopying, ordering supplies, managing Zoom account, managing the organization’s website, and sending materials to Board and Committee members; Specific office duties such as processing donation cards, and sending notices to internal and external stakeholders within defined parameters Coordinate travel arrangements, including international and overseas, for the President & CEO and Board Members and other lay leaders, working closely with the Israel office and external travel providers. Manage logistics, bookings, itineraries, accommodations, transportation, and tracking receipts; Reconcile credit card statements and expense reports; Coordinate in-person national meetings, including logistics, and virtual meetings with key stakeholders; and Work with Accounts Payable to provie supporting documentation and tracking for donations. Qualifications Proven and successful experience as an executive assistant or in a comparable role, working in an office environment, and deep familiarity with best practices in administrative procedures; Advanced technical skills to support the use of Outlook, Microsoft Office Suite and the ability to quickly learn new software programs and interface with technology; experience with managing a website is helpful; Superior writing skills, proficient verbal communication skills; Excellent organizational and time management skills – ability to work independently to meet timelines and priorities; Strong interpersonal and customer service skills – ability to work with a diverse group of professionals, donors, and volunteers; Ability to handle multiple tasks, simultaneously, and prioritize effectively - emotional intelligence; Strong analytical capability with excellent attention to detail; strategic and proactive thinker; Enthusiasm, creativity, innovation and the ability to thrive in a fast-paced environment; and Passion for the organization’s mission This is a full-time contract position. At JFC-UIA we support a flexible work schedule, within parameters, and all of our employees engage in hybrid work. Reflective of the flexibility afforded, there is also an expectation of availability at pressing times, outside of regular hours, based on demands. Engagement and connection are key to supporting the best professional experience and we want to ensure that this puts balance and well-being at the forefront of our approach. In addition to a generous vacation policy, JFC-UIA’s offices are closed on all Jewish holy days (yom tovim) and we support early office closures, to observe the Jewish Sabbath (Shabbat). We look forward to connecting with you to understand what you can bring to the JFC-UIA team and how we can support your career goals. Qualified applicants are invited to submit a cover letter and resume by January 26th, 2026 to ssaieesan@jfcuia.org. Only those applicants invited for interview will be contacted. Commitment To Inclusion And Accessibility JFC-UIA is proud of our dynamic professional team. We are committed to creating an inclusive and accessible workplace, and believe this is essential to ensure that every member of our team can thrive. We adhere to barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please notify us and we will work with you to meet your needs.

What you’ll do

Manage executive calendars, communications, meeting materials, minutes, follow-ups, travel, expenses, and office operations for the President & CEO and the organization. Support Board and Committee governance, annual meeting and filing processes, national meetings, donation administration, and coordination with internal and external stakeholders.

Requirements

Candidates should have successful experience as an executive assistant or in a comparable office role, strong administrative knowledge, advanced Outlook and Microsoft Office skills, and the ability to learn new software. The role also requires excellent communication, organization, prioritization, interpersonal, analytical, and detail-oriented skills, along with enthusiasm for the organization’s mission.

Benefits

• Generous Vacation Policy
• Jewish Holy Days Office Closures
• Early Office Closures for Shabbat

Listed skills

• written communication · Preferred
• Attention to detail · Preferred
• Microsoft Office Suite · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Calendar Management
• Administrative Procedures
• Meeting Coordination
• Minute Taking
• Action Item Tracking
• Board and Committee Support
• Travel Coordination
• Expense Reconciliation
• Microsoft Outlook
• Microsoft Office Suite
• Website Management
• Written Communication
• Verbal Communication
• Organization and Time Management
• Stakeholder Relations
• Attention to Detail

Job areas

• Administrative
• Management & Leadership
• Finance & Accounting