Executive Assistant, Development

JOB SUMMARY The Executive Assistant provides high-level administrative and operational support to the Vice President of Development. This role is responsible for managing executive priorities, coordinating schedules, and ensuring efficient day-to-day operations. The position requires strong organizational skills, effective communication, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment. RESPONSIBILITIES Executive Administration & Coordination Provide daily administrative support to the Vice President of Development Manage and coordinate complex calendars, meetings, and schedules across various time zones and platforms Prepare agendas, coordinate logistics, and distribute materials for management meetings and executive discussions Compile briefing materials to support meetings, conferences, and executive decision-making Attend meetings as needed, preparing accurate minutes and follow-up actions Serve as a liaison between the VP’s office and internal departments to facilitate coordination and communication Draft, edit, and format correspondence, presentations, and other documents, including confidential materials Review incoming communications, prioritize requests, and flag urgent matters for attention Support scheduling and logistics for both internal and off-site meetings Ensure organized and accurate records, files, and documentation Assist in the preparation and formatting of internal and external documents Maintain corporate documentation, templates, and records within SharePoint or designated systems Client Services Organize accurate information packages and documentation for potential clients Present a professional front-line image to clients, both internal and external Schedule follow-up/review meetings with senior staff and clients Communicate on behalf of the VP and executive management with various external clients Prioritize conflicting needs and manage projects proactively to ensure timely completion Manage CRM (Zoho) software, setting up new projects, updating information, ensuring data accuracy, and analyzing reports for client follow-up with the Executive/Development team QUALIFICATIONS Demonstrated business writing skills, including proficiency in wording, tone, grammar, and punctuation Strong written and verbal communication skills, with the ability to prepare professional correspondence and presentations Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); knowledge of Social media web platforms and Adobe Creative Cloud considered an asset Capable of establishing harmonious working relationships with both co-workers and clients Highly organized with strong attention to detail and accuracy Strong interpersonal skills with the ability to interact effectively with internal stakeholders Demonstrated ability to work independently, prioritize tasks, and meet deadlines Maintains professionalism, discretion, and confidentiality in handling sensitive information. Please note that we can only accept candidates who are eligible to work in Canada. **No Recruiting Agency phone calls, please**

Provide high-level administrative and operational support to the Vice President of Development, including complex calendar and meeting management. Act as a liaison between the executive office and internal departments while managing client documentation and CRM data.

Requires strong business writing skills and proficiency in Microsoft Office Suite and CRM software. Candidates must demonstrate the ability to handle sensitive information with discretion and be eligible to work in Canada.

• Project managementPreferred

Identified from the job description. Confirm important requirements above.

• Executive Administration
• Calendar Management
• Business Writing
• Microsoft Office Suite
• CRM Management
• Zoho
• Interpersonal Communication
• Project Management
• Meeting Coordination
• Confidentiality
• SharePoint
• Adobe Creative Cloud
• Administrative Support
• Professionalism
• Organizational Skills
• Ability To Meet Deadlines
• Effective Communication
• Microsoft Excel
• Customer Relationship Management
• Management
• Decision Making
• Client Services
• Communication
• Executive Development
• Grammar
• Interpersonal Communications
• Microsoft Outlook
• Microsoft Office
• Operations
• Telephone Skills
• Microsoft PowerPoint
• Presentations
• Punctuation and Capitalization
• Microsoft SharePoint
• Verbal Communication Skills
• Web Platforms
• Zoho Office Suite
• Scheduling
• Templates
• Coordinating
• Detail Oriented

• Administrative
• Management & Leadership
• Customer Service & Support
• Executive and Development Assistant
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants

Minimum experience

2+ years

Posting language

English

Working hours

40 hours per week