Executive Assistant to the Executive Director, Permanent 1 FTE
Posted on Friday, June 19th, 2026
Family & Children's Services of Renfrew County | Pembroke, Ontario
Full-Time | Wage: Hourly $39.54-56.84 /hr | Closes 2026-07-03
Job Description
POSITION SUMMARY:
The Executive Assistant provides senior-level, confidential administrative and executive support to the Executive Director and serves as a central coordination point and primary support for executive priorities across the organization. This role provides highly responsive, proactive support by anticipating needs, managing competing priorities, advancing time-sensitive initiatives, liaising with internal and external stakeholders, and ensuring timely follow-through on commitments. As a member of the Management Team, the Executive Assistant supports organizational operations by managing information flow, preparing reports and presentations, and supporting executive decision
KEY RESPONSIBILTIES:
• Provide confidential administrative support on sensitive matters for the Executive Director and Board of Directors.
• Prepare service data, summaries, surveys, reports, and special submissions for Ministries, Board, and other stakeholders.
• Maintain filing systems, policy/procedure manuals, corporate records, by-laws, Board membership lists, and tracking tools.
• Draft and coordinate routine and time-sensitive correspondence on behalf of the Executive Director, ensuring alignment with established tone, priorities, and direction; escalate or seek direction on matters requiring decision-making or approval.
• Coordinate and manage the Executive Director’s schedule, ensuring strategic prioritization of competing demands in alignment with organizational priorities; coordinate travel, registrations, expense requisitions, and reimbursements for the Executive Director and Board; forward training records to HR as required.
• Coordinate and support meetings for the Senior Leadership Team, Management, All-Staff, Board, and Committees, including agenda preparation, distribution of materials, attendance, and minute-taking, and track action items and decisions to support follow-through on commitments.
• Organize events, community meetings, and the Annual General Meeting, including advertising, logistics, invitations, and assist in the creation of the Annual Report.
• Provide advanced governance support to the Board of Directors and Committees, including ensuring alignment with established governance frameworks, by-laws, and procedural requirements (for example, Robert’s Rules of Order), and providing guidance on governance processes, procedural requirements, and Board operations.
• Facilitate and coordinate Board governance processes, including recruitment, orientation, training, and ongoing education; ensure governance documentation, policies, compliance requirements, confidentiality agreements, background checks, and mandatory training are complete, current, and accurately tracked.
• Coordinate and administer the organization ’s service user complaint process, including intake, documentation, tracking, and escalation as required; organize and support complaint review panels by preparing materials, coordinating participants, and ensuring processes are followed in an equitable, consistent, and confidential manner.
• Act as liaison between the Executive Director, Board, external partners, and stakeholders.
• Support internal and external communications, ensuring alignment with organizational tone, reputation, and stakeholder sensitivities, including drafting content for social media, newsletters, and crisis communication plans.
• Assist with grant writing, including research, drafting, and submission of proposals.
• Support procurement processes, including coordinating quotes, purchase orders, and vendor relationships.
• Proactively monitor and advance executive and Board priorities, ensuring timelines, deliverables, and follow-ups are clearly tracked and completed, including following up with responsible parties to support accountability.
• Assist with financial processes including budget tracking, invoice processing, and procurement coordination.
• Manage crises and conflicts professionally in a fast-paced environment.
• Provide backup support to the Executive Assistant to the Directors.
• Adherence to all organizational policies, procedures, and standards, including the Code of Conduct, and positive representation of the organization in all interactions
• Assist with special projects and perform other duties as assigned.
SKILL REQUIREMENTS:
• Advanced proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Teams).
• Strong organizational, time management, and prioritization skills.
• Excellent written and verbal communication skills, including grant and social media writing.
• Discretion, tact, and confidentiality in handling sensitive information.
• Ability to work collaboratively with staff, Board members, community partners, and stakeholders.
• Strong judgment, critical thinking, and problem-solving skills.
• Ability to manage conflict and perform effectively in high-pressure environments.
• Supports equitable and inclusive practices within the organization ’s administrative, governance, and communications processes.
• Demonstrated, in-depth knowledge of not-for-profit governance practices, including Board operations, governance structures, and procedural rules (for example, Robert’s Rules of Order), with the ability to confidently support and guide Board processes.
• Financial literacy, including budgeting, expense tracking, and procurement processes.
• Digital and social media skills, including website content management, analytics, and demonstrated experience developing and managing content using platforms and design tools (for example, Canva or similar applications).
• Highly developed ability to anticipate needs, exercise sound judgment, and manage competing priorities with minimal direction.
• Adaptability and interpersonal sensitivity, with the ability to navigate complex stakeholder relationships diplomatically.
JOB TERMS: Permanent
APPLY BY: 2026-07-03
How to Apply
https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=1ca9776e-c03d-457d-a135-61eb28b2116d&ccId=19000101_000001&jobId=11026&source=IN&lang=en_CA
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- Posted in
- Pembroke