Corporate Executive Assistant
About the role
Position Title: Corporate Executive Assistant
Reporting to: Executive Director/Board
Locations: 355 Church Street, suite 201, Toronto, ON, and 245 Fairview Mall Drive, Unit 201, North York, ON, and with the possibility of working at any of our other locations.
Vacancy: New
Vacancy number: MGT-0004
Number of openings: 1
Hours: Full-time, Hybrid
Classification: Permanent - Full Time
Application Deadline: August 8, 2025, 11:59 PM EST
Position Summary:
NEW is seeking a dynamic and experienced individual to assume the role of Executive Assistant to the Executive Director (ED) and Board. This role provides high level administrative and project management support, managing the ED’s workflow, communications, and key relationships while serving as the primary liaison between the ED and the Board. With a focus on governance best practices, meeting coordination, and stakeholder engagement, the EA enhances organizational effectiveness, enabling leadership to focus on mission-driven impact. Your role will extend to the efficient management of a broad range of administrative responsibilities and tasks including supporting confidential governance-related meetings and committees.
If you are an experienced Executive Assistant, who is highly organized and collaborative, possesses a strong sense of professionalism and respects and embraces diversity, we invite you to apply for this exciting opportunity to make a meaningful impact with our organization.
**Primary responsibilities:**Governance and Board Support:
- Serve as the key liaison between the ED, Board of Directors, and Board Committees.
- Facilitate corporate governance activities, including managing communications, preparing board materials, and managing federal/provincial filings.
- Organize board and committee meetings, ensuring timely distribution of agendas and documentation.
- Ensure accurate record-keeping of board-related documents, including member biographies, attendance logs, and governance policies.
- Proactively identify opportunities to improve board meeting efficiency and effectiveness through technology, process enhancements, or training.
- Support the onboarding and orientation of new board members and non-board volunteers, ensuring a seamless transition into their roles.
- Maintain and manage governance platform(s) or project management tools used for board communications.
- Record and circulate meeting minutes and action items, ensuring timely follow up with appropriate parties.
- Manage and coordinate the Annual General Meeting event, track nominations and terms, manage memberships, arrange speakers, manage invitations and other event logistics.
- Assist the Board and the ED in coordinating By-Laws review processes and organizational policies review
Executive Support and Office Management:
- Support daily activities of the Office of the Executive Director (ED) handling highly sensitive and confidential matters including preparation of reports, typing of correspondence and materials related to meetings (including agendas, minutes and presentations).
- Organize and maintain the ED’s personal filing system and the centrally coordinated filing system for the organization (e.g., corporate contracts, MOUs etc.).
- Manage communication for the ED by routing correspondence and emails; drafting letters and documents and proofreading a variety of correspondence for and on behalf of the ED. Act as both a “gateway” and a “gatekeeper” in a positive and respectful way to coordinate appropriately timed direct access to the ED’s time and office.
- Research and draft briefing notes and correspondence to support the cultivation and management of key relationships.
- Maintaining accurate and up to date records of administrative /internal policies and procedures.
- Assist with drafting briefing notes, internal memos, and high-level communications for internal and external stakeholders.
- Draft and/or edit ED’s communications and letters as requested.
- Participate in the preparation of strategic planning documents and operational plans.
- Prepare proposals as directed.
- Manage office requirements such as phone, internet, and other software for the ED’s office.
- Act with a high degree of political acuity and professionalism in an issues-management capacity and relationship-management role, possessing a real-time sense of active and ongoing issues, keeping the ED informed of new emerging issues and other matters that have been resolved.
The Ideal Candidate
You are a highly organized, proactive, and tech-savvy professional with exceptional communication and problem-solving skills. You thrive in fast-paced environments, anticipating needs before they arise and ensuring operational excellence with discretion and professionalism. Adept at managing complex priorities, you bring a strong understanding of corporate governance, executive support, and relationship management. With a keen eye for detail and a strategic mindset, you are a trusted partner to the ED and Board, committed to driving efficiency and organizational success.
Qualifications
- Undergraduate degree in Business Administration, Communications or related field.
- At least 3 years’ experience supporting senior level executives or administration, preferably within the non-profit environment.
- Expertise in corporate governance and board relations
- Exceptional verbal and written English communication skills, with a high level of accuracy and attention to detail
- Strong sense of professionalism, discretion and confidentiality in all matters.
- Highly organized, and highly detail-oriented with strong project management and organization skills; ability to perform and prioritize multiple tasks seamlessly and autonomously, from concept to successful completion, and work in a fast-paced environment.
- Proficiency with Microsoft Office applications, including superior skills in developing informative and visually appealing PowerPoint slide decks to facilitate decision-making.
- Experience scheduling/running virtual meetings and breakout sessions (Zoom / Microsoft teams).
- Strong problem-solving skills with the ability to proactively anticipate, mitigate and minimize potential problems.
- Positive attitude and energy, integrity, and sense of humor.
Apply Now
If you’re passionate about leveraging your sales skills to make a social impact, we’d love to hear from you!
Newcomer Women’s Services Toronto is an equal opportunity employer and encourages applications from women, newcomers, and underrepresented groups.
Note: Accommodations are available upon request for all aspects of the selection process. Please inform us of any needs in advance.
About NEWCOMER WOMEN'S SERVICES TORONTO
Newcomer Women’s Services (NEW) is a non-profit, charitable organization headquartered in Toronto, ON. The organization's goal is to promote social and economic inclusion of women and their families who are new to Canada. Newcomer Women’s Services was founded by a group of Latin American refugees in 1983. For the past 41 years, we’ve been helping immigrants from all around the world to become a part of the wider community.
Corporate Executive Assistant
About the role
Position Title: Corporate Executive Assistant
Reporting to: Executive Director/Board
Locations: 355 Church Street, suite 201, Toronto, ON, and 245 Fairview Mall Drive, Unit 201, North York, ON, and with the possibility of working at any of our other locations.
Vacancy: New
Vacancy number: MGT-0004
Number of openings: 1
Hours: Full-time, Hybrid
Classification: Permanent - Full Time
Application Deadline: August 8, 2025, 11:59 PM EST
Position Summary:
NEW is seeking a dynamic and experienced individual to assume the role of Executive Assistant to the Executive Director (ED) and Board. This role provides high level administrative and project management support, managing the ED’s workflow, communications, and key relationships while serving as the primary liaison between the ED and the Board. With a focus on governance best practices, meeting coordination, and stakeholder engagement, the EA enhances organizational effectiveness, enabling leadership to focus on mission-driven impact. Your role will extend to the efficient management of a broad range of administrative responsibilities and tasks including supporting confidential governance-related meetings and committees.
If you are an experienced Executive Assistant, who is highly organized and collaborative, possesses a strong sense of professionalism and respects and embraces diversity, we invite you to apply for this exciting opportunity to make a meaningful impact with our organization.
**Primary responsibilities:**Governance and Board Support:
- Serve as the key liaison between the ED, Board of Directors, and Board Committees.
- Facilitate corporate governance activities, including managing communications, preparing board materials, and managing federal/provincial filings.
- Organize board and committee meetings, ensuring timely distribution of agendas and documentation.
- Ensure accurate record-keeping of board-related documents, including member biographies, attendance logs, and governance policies.
- Proactively identify opportunities to improve board meeting efficiency and effectiveness through technology, process enhancements, or training.
- Support the onboarding and orientation of new board members and non-board volunteers, ensuring a seamless transition into their roles.
- Maintain and manage governance platform(s) or project management tools used for board communications.
- Record and circulate meeting minutes and action items, ensuring timely follow up with appropriate parties.
- Manage and coordinate the Annual General Meeting event, track nominations and terms, manage memberships, arrange speakers, manage invitations and other event logistics.
- Assist the Board and the ED in coordinating By-Laws review processes and organizational policies review
Executive Support and Office Management:
- Support daily activities of the Office of the Executive Director (ED) handling highly sensitive and confidential matters including preparation of reports, typing of correspondence and materials related to meetings (including agendas, minutes and presentations).
- Organize and maintain the ED’s personal filing system and the centrally coordinated filing system for the organization (e.g., corporate contracts, MOUs etc.).
- Manage communication for the ED by routing correspondence and emails; drafting letters and documents and proofreading a variety of correspondence for and on behalf of the ED. Act as both a “gateway” and a “gatekeeper” in a positive and respectful way to coordinate appropriately timed direct access to the ED’s time and office.
- Research and draft briefing notes and correspondence to support the cultivation and management of key relationships.
- Maintaining accurate and up to date records of administrative /internal policies and procedures.
- Assist with drafting briefing notes, internal memos, and high-level communications for internal and external stakeholders.
- Draft and/or edit ED’s communications and letters as requested.
- Participate in the preparation of strategic planning documents and operational plans.
- Prepare proposals as directed.
- Manage office requirements such as phone, internet, and other software for the ED’s office.
- Act with a high degree of political acuity and professionalism in an issues-management capacity and relationship-management role, possessing a real-time sense of active and ongoing issues, keeping the ED informed of new emerging issues and other matters that have been resolved.
The Ideal Candidate
You are a highly organized, proactive, and tech-savvy professional with exceptional communication and problem-solving skills. You thrive in fast-paced environments, anticipating needs before they arise and ensuring operational excellence with discretion and professionalism. Adept at managing complex priorities, you bring a strong understanding of corporate governance, executive support, and relationship management. With a keen eye for detail and a strategic mindset, you are a trusted partner to the ED and Board, committed to driving efficiency and organizational success.
Qualifications
- Undergraduate degree in Business Administration, Communications or related field.
- At least 3 years’ experience supporting senior level executives or administration, preferably within the non-profit environment.
- Expertise in corporate governance and board relations
- Exceptional verbal and written English communication skills, with a high level of accuracy and attention to detail
- Strong sense of professionalism, discretion and confidentiality in all matters.
- Highly organized, and highly detail-oriented with strong project management and organization skills; ability to perform and prioritize multiple tasks seamlessly and autonomously, from concept to successful completion, and work in a fast-paced environment.
- Proficiency with Microsoft Office applications, including superior skills in developing informative and visually appealing PowerPoint slide decks to facilitate decision-making.
- Experience scheduling/running virtual meetings and breakout sessions (Zoom / Microsoft teams).
- Strong problem-solving skills with the ability to proactively anticipate, mitigate and minimize potential problems.
- Positive attitude and energy, integrity, and sense of humor.
Apply Now
If you’re passionate about leveraging your sales skills to make a social impact, we’d love to hear from you!
Newcomer Women’s Services Toronto is an equal opportunity employer and encourages applications from women, newcomers, and underrepresented groups.
Note: Accommodations are available upon request for all aspects of the selection process. Please inform us of any needs in advance.
About NEWCOMER WOMEN'S SERVICES TORONTO
Newcomer Women’s Services (NEW) is a non-profit, charitable organization headquartered in Toronto, ON. The organization's goal is to promote social and economic inclusion of women and their families who are new to Canada. Newcomer Women’s Services was founded by a group of Latin American refugees in 1983. For the past 41 years, we’ve been helping immigrants from all around the world to become a part of the wider community.