Executive Assistant

Job summary

The Executive Assistant provides operational and administrative support to the Regional Vice-president, middle managers, and the Regional Board of Directors. Responsibilities include managing calendars, travel, financial reconciliations, and coordinating board meetings and documentation.

Job details

Position details: Full Time Permanent Position title: Executive Assistant Taking care of our environment has never been more important than it is today. The Nature Conservancy of Canada (NCC) is looking for a Regional Vice President, Atlantic to join a team committed to protecting our most important natural areas and the plants and animals they sustain. NCC is the nation’s leading not-for-profit, private land conservation organization, working to protect our most important natural areas and the species they sustain. Since 1962, we have brought people together to conserve and restore more than 20 million hectares across Canada. NCC takes a collaborative, evidence-based approach to achieve conservation success for the sake of nature and Canadians. With office locations in all ten provinces across Canada, NCC delivers results you can walk on NCC recognizes that we work on lands that have long been cared for by Indigenous Peoples under their own laws and knowledge systems. We are committed to transforming how we do our work, advancing Reconciliation through conservation, and working with Indigenous Peoples in meaningful, respectful, and supportive ways. Position Summary The Executive Assistant is mainly operational/administrative and provides administrative support to the Atlantic Regional Vice-president, the middle managers team and the Regional Board of Directors. The Executive Assistant will manage calendars, appointments, travel arrangements, financial reconciliations and reimbursements and assist with general administration as needed. The Executive Assistant will respond to emails and other correspondence on behalf of the Regional Vice-president when appropriate; they will also plan and manage regional in person staff gatherings annually. The Executive Assistant will support the Regional Board of Directors by acting as a liaison between board members and the regional office, by organizing board and committee meetings annually, recording and distributing meeting minutes, assisting with board recruitment, and keeping all board member information up to date and accurate. The position will support the key members of the management team with their administrative duties and increase their ability to focus on delivering fundraising and conservation deliverables. Key Responsibilities * Manage calendars, appointments, travel arrangements, financial reconciliations and reimbursements for immediate supervisor. * Administrative support for regional middle managers as needed. * Organize and plan meetings/events/travel with minimal instruction. * Revise, format and write standard outgoing letters and emails. * Scheduling, agenda preparation and note taking for regional and senior management meetings. * Gathering information and drafting presentations for external stakeholders. * Monitoring immediate supervisor’s inbox and prioritizing tasks / follow-ups. * Coordinate meetings and send documentation for presentation to Boards of Directors. * Responsible for keeping records of all Board activities and drafting minutes of all Regional Advisory Board meetings. * Updating records in Blackbaud Raiser's Edge. Position Requirements * Proficiency in Microsoft Office products and ability to learn new software. * Excellent written and verbal communication skills. * Bilingualism (French / English) would be a strong asset, especially with writing skills in French. * Ability to maintain good working relationships with NCC staff at regional and national levels, as well as with external clients. * Proactivity - able to anticipate and plan for future needs. * Organizational skills. * Ability to work independently and as part of a team. Application Deadline October 9, 2026 | 11:59pm EST, 9:59pm Mountain Time, 8:59pm Pacific Time, 10:50pm CST, 00:59 am +1 AST At NCC, we're committed to providing a healthy, safe, barrier free and inclusive, workplace, where respect and diversity are recognized assets. We strive for bold conservation achievements in which equity, diversity and inclusion (EDI) are the norm. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. NCC implements an employment equity program and encourages members of designated groups to self-identify. Accommodations are available on request for candidates taking part in all aspects of the selection process. For a confidential inquiry, contact us by email at [email protected] [[email protected]] to make any required arrangements. If you have questions regarding accessible employment at NCC, please email us at [email protected] [[email protected]].

What you’ll do

The Executive Assistant provides operational and administrative support to the Regional Vice-president, middle managers, and the Regional Board of Directors. Responsibilities include managing calendars, travel, financial reconciliations, and coordinating board meetings and documentation.

Requirements

Candidates must possess proficiency in Microsoft Office products and demonstrate excellent written and verbal communication skills. Strong organizational abilities, proactivity, and the capacity to maintain professional relationships are essential for this role.

Listed skills

• Financial Reconciliation · Preferred
• Administrative Support · Preferred
• Microsoft Office · Preferred
• Communication Skills · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Calendar management
• Travel arrangements
• Financial reconciliation
• Meeting coordination
• Minute taking
• Agenda preparation
• Presentation drafting
• Microsoft Office
• Communication skills
• Organizational skills
• Proactivity
• Blackbaud Raiser's Edge
• Bilingualism
• Employment Equity
• Administrative Support
• Workplace Inclusivity
• Raiser's Edge NXT
• Record Keeping
• Organizational Skills
• Bilingual (French/English)
• Administrative Functions
• Information Gathering
• Reconciliation
• Management
• Fundraising
• French Language
• Knowledge-Based Systems
• Taking Meeting Minutes
• Presentations
• Travel Arrangements
• Verbal Communication Skills
• Writing
• Scheduling

Job areas

• Administrative
• Environmental & Sustainability
• Management & Leadership
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants