Title: Executive Assistant

Department: Office of the President

Reports to: President and Founder

Classification: Salary Band 4 – $60,000.00 - $75,000.00

Location: Windsor, Ontario – Onsite

Job Type: Full-Time Permanent

Hours: 40

Job Summary:

Build a Dream is seeking a highly organized, detail-oriented, and proactive Executive Assistant to support the President in administrative and strategic initiatives. As the right-hand to the President, you will play a critical role in managing day-to-day operations, prioritizing tasks, coordinating communications, and ensuring executive efficiency. You’ll also be involved in key planning and stakeholder engagement efforts, while handling confidential information with professionalism and discretion. This is a unique opportunity to contribute to an organization making meaningful change and to grow within a dynamic, mission-driven team.

Key Responsibilities:

Executive Support & Administration

• Manage the President’s calendar, meetings, and appointments, ensuring optimal scheduling.
• Coordinate email management, prioritize communications, and flag time-sensitive items.
• Book travel and accommodations, prepare detailed itineraries, and ensure logistical efficiency.
• Prepare agendas, minutes, and presentation materials for meetings and events.
• Track, process, and reconcile expenses and credit card transactions for the President.
• Conduct research and draft high-quality communications, reports, and correspondence.

Operational & Organizational Support

• Support bookkeeping functions, including handling payables, receivables, deposits, and assisting with financial processes.
• Maintain organized digital and physical records and oversee general office logistics and supply inventory.
• Respond to incoming correspondence and general inquiries, redirecting as needed.
• Assist with internal administrative tasks such as data entry, stakeholder list maintenance, and CRM updates.

Event & Stakeholder Coordination

• Help plan and support events, panels, and speaking engagements (onsite and virtual), including logistics, travel, and materials.
• Accompany the President to external meetings and events as required to provide onsite support.
• Collect social media content during events and engagements to help promote Build a Dream’s brand and activities.
• Coordinate meetings and communication with board members, donors, and community stakeholders.

Confidential & Strategic Functions

• Handle sensitive information with integrity and confidentiality.
• Take minutes at executive-level meetings and follow up on action items.
• Assist with stakeholder reports and ensure timely follow-through on commitments and deliverables.

Other Duties

• Run local errands and handle occasional personal requests related to organizational needs.
• Support project coordination and administrative initiatives as assigned.
• Other duties as assigned.

Qualifications:

Education:

• Completion of a college diploma or undergraduate degree in Business Administration, Office Administration, or a related field.

Experience:

• Minimum 5+ years of experience in executive-level administrative support.
• Experience in the non-profit sector or mission-driven organization is an asset.
• Event planning and travel coordination experience preferred.
• Familiarity with financial processes and/or accounting software is an asset.

Skills & Competencies:

• Excellent organizational, time management, and multitasking skills.
• Exceptional communication skills (both written and verbal).
• Discretion, professionalism, and a high level of confidentiality.
• Strong initiative and ability to anticipate needs in a fast-paced environment.
• Detail-oriented and capable of handling multiple priorities independently.
• Proficiency with Microsoft Office Suite, Adobe tools, and cloud-based platforms.
• Ability to build relationships and work collaboratively across departments and levels.
• Familiarity with CRM systems and social media content collection is a plus.

Working Conditions:

This role is based out of Windsor, ON. Occasional travel may be required for events and conferences. Some evening and weekend work will be expected based on the President’s schedule and organizational priorities.

Benefits:

• Comprehensive health, dental, and vision insurance.
• Flexible work hours and remote work opportunities.
• Professional development and training programs.
• Company-provided phone.

Equal Opportunity Statement:

Build a Dream is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

About Build a Dream:

Build a Dream delivers specialized programs to encourage and empower women and young students to explore careers where women are under-represented while also working to create a gender-balanced workforce. Through engaging events, hands-on experiences, and strong industry partnerships, we aim to break barriers and help shape inclusive career pathways for the next generation.

Application Process:

Interested candidates will use the apply link to apply through our online application portal. Please submit your resume by July 30 th , 2025

The duties and responsibilities listed in this job description are not exhaustive and may be subject to change based on the needs of the department and company. Build a Dream is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Should you require accommodations during the requirements process, please contact info@webuildadream.com, and we will work with you to meet your needs.