EA Office Coordinator

Charitable number: 850554858 RR0001

Executive Assistant/Office Coordinator

About CPFF

The Canadian Pulmonary Fibrosis Foundation (CPFF) is a national charitable organization dedicated to creating a world free of pulmonary fibrosis. We bring together patients, caregivers, healthcare professionals, researchers, and policy makers to improve the lives of Canadians affected by this devastating disease.

Guided by our mission, we provide compassionate support, lead advocacy efforts, raise awareness, and fund innovative research—always with the goal of inspiring hope and driving meaningful change for everyone living with pulmonary fibrosis.

We invite passionate and purpose-driven candidates to join us in Tackling the Crackle and Shining a Light on Pulmonary Fibrosis—because breathing should never be hard work.

Position

Executive Assistant/Office Coordinator – Full Time

Reporting to - CEO

Location

This hybrid role will be Ontario based remote work with occasional travel across Canada for fundraising events, team meetings and other related CPFF work.

Summary of the Role

CPFF is seeking an Executive Assistant/Office Coordinator. The successful candidate will play a key role in keeping the organization running efficiently and supporting its mission of patient advocacy, fundraising, and health research collaboration. Reporting to the CEO, this role provides high-level administrative, operational, and Board support — ensuring that leadership can focus on strategy and relationships while day-to-day operations run smoothly.

The ideal candidate is proactive, detail-oriented, and thrives in a small, collaborative environment where every task contributes to meaningful impact.

Key Responsibilities

Executive and CEO Support

• Manage the CEO’s calendar, travel, and meeting logistics.

• Track follow-ups, priorities, and deadlines to ensure the CEO stays on top of key deliverables.

• Prepare briefing notes, background materials, presentations, and correspondence for meetings and events.

• Draft letters, reports, and emails on behalf of the CEO, maintaining professionalism and confidentiality.

• Serve as a key liaison between the CEO, Board, staff, donors, and external partners.

• Conduct background research and compile information for reports, proposals, or advocacy initiatives.

• Support donor and stakeholder communications, acknowledgements, and engagement activities.

• Organize and maintain filing systems, databases, and contact lists related to the CEO’s office.

Board and Governance Support

• Coordinate Board and committee meetings — scheduling, agenda preparation, minute-taking, and follow-up actions.

• Maintain Board records, contact lists, and terms of office.

• Support the organization’s annual general meeting, Board Retreat and the Board recruitment process.

• Ensure governance documentation and compliance records are up to date.

Operations and Administration

• Oversee general office operations and vendor coordination.

• Assist CEO with payroll, expenses, reimbursements and invoices in processing to and communicating with the bookkeeper as needed.

• Assists in supporting HR and administrative processes such as onboarding, time tracking, and maintaining organizational policies

• Manage electronic filing systems and ensure information is organized and accessible.

• Liaise with Finance, I.T. and Donor Coordination roles to ensure a smooth flow of information

Fundraising and Event Support –

• Assist with fundraising campaigns, donor database updates, and tracking contributions if needed e.g. donor acknowledgment, tax receipts, Canada Help support.

• Support for events when donor coordinators are away or need additional support.

• Help with communication materials for donors, volunteers, and advocacy campaigns such as reviewing, proofreading and ordering marketing materials.

Other

• Other duties as assigned

Successful Applicants will have

• 5+ years of experience in administrative, executive support, or operations roles — ideally within a nonprofit or health-related organization.

• Diploma or degree in Business Administration, Communication, Nonprofit Management

• Related field or equivalent experience will be considered.

• Exceptional organizational skills and ability to manage multiple priorities and deadlines.

• Strong written and verbal communication skills, with attention to tone and detail.

• As we desire to be more technically proficient, the ideal candidate will be comfortable using technology and exploring tools that enhance digital efficiency, productivity and communication.

• Advanced proficiency in Microsoft Office 365, Google Workspace, and Dropbox required

• Previous experience and intermediate level of proficiency in using Canada Helps, One Cause, and WordPress platforms

• Ability to learn software easily such as learning our in-house CRM/data management programs

• Experience supporting executives and/or boards and handling confidential information.

• Comfortable working independently while contributing to a small, collaborative team.

• Must hold a valid driver's license and be comfortable driving to events/meetings

Occupational Requirements:

This position supports five-ten events per year which may involve extended periods of standing and walking (up to 10 hours on event days). Duties include event setup, teardown, and supply preparation, which may require lifting or moving materials up to 50 lbs. Some events may take place during evenings or weekends.

How to Apply:

For more information, visit us at https://cpff.ca

Please send your resume with a cover letter outlining how you meet our specific requirements for the position, put CPFF Job Application on the Subject line and send it to info@peoplebrightconsulting.com

Please note that the selected candidate may be required to meet any special requirements, e.g., a criminal records or vulnerability checks

We wish to thank all applicants for their interest in CPFF and their applications. Only those candidates selected for an interview will be contacted.