Executive Assistant

Come join our team at the Ontario Society of Professional Engineers (OSPE)! OSPE is a member-driven professional association that welcomes the entire engineering community to contribute knowledge, skills and leadership to help create a better future for our profession and society at large.

We are currently seeking an Executive Assistant to provide high-level administrative, governance and organizational support to the Senior Management Team, Volunteer Board and Committees as well our partner charitable organization, the Foundation for Education. This role is essential in ensuring the efficient operation of the Association, supporting governance and operation, and facilitating effective communication among leadership, members, and stakeholders. As a nonprofit professional member association serving the engineering profession, we are committed to advancing the field, supporting our members, and promoting engineering excellence through advocacy, education, and community-building.

What We Offer

• Health, Dental & Vision Insurance
• RRSP Matching
• Three Weeks Vacation + time off between Christmas and New Years
• Hybrid Work Environment

What You Will Do

• Provide high-level administrative support to the Senior Management Team, Board of Directors and Committees.
• Prepare agendas, reports, and briefing materials; record and distribute accurate meeting minutes.
• Maintain governance documents, policies, and records in compliance with by-laws and regulations.
• Support election processes, annual general meetings, and board/committee activities.
• Serve as a first point of contact for Foundation for Education donors, responding to inquiries promptly and professionally.
• Support communications including newsletters, announcements, and updates to the Association’s website and social media.
• Coordinate logistics for professional development events, networking opportunities, and conferences.
• Manage the day-to-day operations of the Association’s office.
• Schedule and coordinate meetings, travel, and appointments for leadership.
• Maintain records, and databases.
• Handling scholarship disbursement, medal presentations, and university liaison
• Liaise with vendors, service providers, and external partners as needed.
• Support preparation of budgets, reports, and materials.
• Other duties, as assigned.
• Track and process invoices, tax receipts, expense claims, and donorships.
• Assist with financial record-keeping and reporting in collaboration with the VP, Organizational Effectiveness and the Manager of Finance.

Your Skills & Qualifications

• Diploma or degree in business administration, office administration, or a related field.
• 3–5 years of experience in an administrative or executive assistant role.
• Experience in a not-for-profit, regulatory body, or professional member association is a strong asset.
• Excellent organizational and time-management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfort with database systems.
• Experience with QuickBooks Online and Little Green Light (LGL)
• General bookkeeping experience, including processing invoices, tracking expenses, reconciling accounts, and supporting budget preparation.
• High level of professionalism, discretion, and ability to work with confidential information.
• Collaborative, service-oriented approach to supporting members, volunteers, and colleagues.

Please submit your cover letter and resume by email to Valeria Mueller at vmueller@ospe.on.ca by November 21, 2025. Only those candidates selected for an interview will be contacted.

We thank all applicants; however, only those under consideration will be contacted.

We are committed to fair and equitable recruiting practices. Persons with disabilities are encouraged to come forward at any stage of the recruitment process to request accommodations if needed. We will consult with you and create processes that provide individuals with disabilities the best possible recruitment experience.