Executive Assistant to the CEO

Job summary

The Executive Assistant will manage the CEO's calendar, meetings, and correspondence while providing high-level administrative and project support. They will also coordinate board logistics, travel arrangements, and relationship-focused engagement with internal and external partners.

Job details

Who are we? Strongest Families Institute is a mission-driven nonprofit making a real difference in the lives of children, youth, adults, and families navigating mental health and other challenges. We combine research, technology, and a highly skilled team to deliver services that matter. Guided by our core values of Quality, Care, and Innovation, we work collaboratively to create solutions that are effective, meaningful and proven. We are looking for an Executive Assistant who thrives in a dynamic environment, embraces challenges, and wants to be part of a team changing lives every day. The Role Our Executive Assistant (EA) is more than an organizer—they are the backbone of the President & CEO’s office, helping everything run smoothly while keeping the mission front and center. This is a high-impact, fast-paced role that requires flexibility, discretion, and exceptional multitasking. You’ll support internal teams, coordinate with external partners when needed, and help ensure professional, respectful, and relationship-focused engagement across the organization. If you love problem-solving, keeping things moving, and making an executive’s life easier while contributing to meaningful work, this role is for you. What You’ll Do Executive & Administrative Support * Manage the CEO’s calendar, meetings, deadlines, and follow-ups with precision * Anticipate executive needs, prioritize competing demands, and handle emerging issues * Maintain organized systems to track tasks, correspondence, and commitments * Manage email, documents, filing, research, and briefing materials * Oversee in-office organization * Organize and execute all in office meetings Relationship & Partner Management * Support internal and external communications with professionalism and care * Track follow-ups and maintain CRM records (Salesforce experience an asset) * Contribute to relationship-focused engagement with clients, partners, and board members Meetings, Travel & Events * Coordinate and support meetings, board meetings, conferences, and in-person events * Prepare agendas, take meeting notes, and circulate materials promptly * Book and manage travel arrangements, itineraries, and post-travel follow-ups * Assist with conferences and events: registrations, promotional materials, staff coordination, and documentation Board of Directors Support * Assist with board and management meeting logistics, including scheduling, meeting packages, minutes, and follow-up actions * Support report compilation and distribution in alignment with governance timelines Research & Project Support * Assist with proposals, publications, and project tracking * Support special projects and initiatives aligned with organizational priorities * Maintain CEO Curriculum Vitae Communications & Promotions * Coordinate promotional materials and inventory in collaboration with Communications & Marketing * Liaise with vendors for quotes, approvals, and ordering * Support media events and outreach as needed * Support and coordinate media communications for the CEO Work Environment & Flexibility * Office location: 2 Dartmouth Road, Bedford. * Opportunities to work from home, some evenings required * 40-hour work week, schedule to be determined * Ability to lift/carry up to 50 lbs (inventory, materials, deliveries) * : Valid driver’s license and reliable vehicle required: some local travel required. * Opportunities for travel out of province Who We’re Looking For Required * 5+ years of administrative experience, including senior executive support * Exceptional organizational, multitasking, and sound judgement * Proactive and Resourceful problem-solving skills * Ability to manage complex schedules * Proficiency with Microsoft 365 (Outlook, Teams, Excel); strong calendar management * Experience with CRM systems (Salesforce preferred) * Strong written and verbal communication * Familiarity navigating Canadian and provincial government systems and policies * Ability to handle sensitive information with discretion Sensory Requirements * Work requires a higher-than-normal amount of sensory demands * There are time pressures to complete certain tasks, more than 50% of the time Preferred * Previous EA experience supporting a CEO * Education in administration or equivalent experience * Nonprofit sector experience * Membership in the Association of Administrative Professionals (asset) * Government relations, grants, contracts Equity & Accessibility We are committed to equity, diversity, and inclusion and encourage applications from people of all backgrounds, identities, and lived experiences. We aim to provide an accessible and inclusive recruitment process and will accommodate applicants at any stage. Apply Today Complete your application which includes a cover letter and resume by May 15 2026. Be part of a team where your work directly contributes to real, meaningful impact.

What you’ll do

The Executive Assistant will manage the CEO's calendar, meetings, and correspondence while providing high-level administrative and project support. They will also coordinate board logistics, travel arrangements, and relationship-focused engagement with internal and external partners.

Requirements

Candidates must have at least 5 years of administrative experience, specifically in senior executive support. Proficiency in Microsoft 365 and CRM systems, along with strong organizational and communication skills, is required.

Listed skills

• Time management · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• Microsoft 365 · Preferred
• Communication · Preferred
• Multitasking · Preferred
• Project management · Preferred
• Salesforce · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Administrative Support
• Executive Support
• Microsoft 365
• Salesforce
• Project Management
• Communication
• Problem Solving
• Event Coordination
• Travel Management
• Board Support
• Research
• Relationship Management
• Time Management
• Multitasking
• Government Relations
• Promotional Materials
• Resourcefulness
• Professionalism
• Lifting Ability
• Administrative Functions
• Valid Driver's License
• Microsoft Excel
• Mental Health
• Customer Relationship Management
• Management
• Executive Information Systems
• Governance
• Lobbying
• Marketing
• Innovation
• Microsoft Outlook
• Partner Relationship Management
• Travel Arrangements
• Verbal Communication Skills
• Scheduling
• Coordinating
• Filing

Job areas

• Administrative
• Management & Leadership
• Social Services
• Government & Public Sector
• Executive Assistant to the Chief Executive Officer
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants