Executive Assistant

POSITION SUMMARY

The Executive Assistant (EA) will provide high-level administrative and operational support to the Executive Director, Finance team, Board of Directors, and the Development/Fundraising department at For Youth Initiatives. This is not a traditional administrative role — the EA will be embedded in the work, owning execution across communications, events, grants administration, and content logistics, while keeping leadership free to focus on strategy and relationships.

This role is ideal for someone who thrives on getting things done, takes genuine ownership of their portfolio, and brings calm and structure to a fast-moving nonprofit environment. The EA will be trusted with confidential information, external stakeholder relationships, and time-sensitive projects from day one.

ABOUT FOR YOUTH INITIATIVES

For Youth Initiatives (FYI) is a non-profit organization that has served, inspired, and advocated for thousands of teens and young adults in York South-Weston since 1995. We provide year-round services and programs to local youth to meet their needs and empower them to reach their full potential. Our case management model supports young people regardless of where they come from — and helps them get to where they want to be.

REPORTING STRUCTURE & WORKING RELATIONSHIPS

• Reports to the Executive Director
• Provides direct support to the Executive Director and senior leadership, including the Finance team
• Supports the Board of Directors on governance and meeting coordination
• Works closely with the Development/Fundraising team on donor relations and grant administration
• Interacts with staff, volunteers, donors, funders, community partners, and the general public

MAIN TASKS & RESPONSIBILITIES

Executive & Board Support

• Manage the ED's calendar, triage correspondence, and prepare briefing materials
• Prepare Board meeting packages, record and distribute minutes, and maintain governance records
• Track action items across leadership meetings and follow up on outstanding items
• Handle confidential communications with donors, funders, and community partners

Communications Execution

• Schedule and post to social media channels (Facebook, Instagram, LinkedIn) according to the content calendar
• Upload and publish approved blog posts to the website
• Update web pages with new program information, seasonal content, and calls to action
• Pull and send monthly e-newsletters using established templates
• Maintain a publishing log to ensure consistent and timely execution

Event Support

• Own the event task tracker and keep it current throughout the planning cycle
• Send and track sponsor confirmation emails and maintain a sponsor status log
• Coordinate with the International Youth Day committee: scheduling meetings, preparing agendas, taking notes, and following up on action items
• Manage RSVPs and the guest list for youth, stakeholders, and sponsors, including confirmations and day-of communications
• Coordinate volunteer sign-up, role assignments, and day-of logistics

Grant Administration Support

• Maintain a shared grant calendar tracking deadlines, reporting dates, and funder touchpoints
• Assemble standard grant attachments (financial statements, board lists, CRA documents, org profiles)
• Conduct first-pass research on prospective funders — deadlines, focus areas, eligibility criteria
• Organize grant files and ensure submitted applications and reports are properly archived

Storybank & Content Logistics

• Follow up with program staff to collect youth story submissions on a regular cycle
• Organize and file photos from Teams, shared drives, and other sources by program and date
• Flag when the storybank is running low ahead of key campaign periods
• Maintain a simple tagging system so content is easy to retrieve by program, season, or audience

Operations & Systems

• Design and maintain a tracking system for youth tokens and gift cards — inventory, distribution, and reconciliation
• Establish and manage an office purchasing process, including supply tracking, reorder thresholds, and vendor records
• Create clear procedures and logs for all systems so they are easy for others to follow and hand off

REQUIRED EDUCATION & EXPERIENCE

Minimum 3–5 years of experience in an Executive Assistant, Office Manager, or senior administrative role. Experience in a non-profit or charitable organization is strongly preferred.

Must Have

• Post-secondary diploma or degree in Business Administration, Nonprofit Management, or a related field
• Demonstrated experience executing social media content (scheduling and posting, not just planning)
• Strong project and task management skills — you use a system and stick to it
• Excellent written communication and proofreading skills
• High comfort with Microsoft 365, Teams, SharePoint, and shared drives
• Discretion with confidential information and stakeholder relationships
• Self-directed — you follow up without being asked

Assets

• Familiarity with CRM/donor databases (Salesforce, Raiser's Edge, CanadaHelps, etc.)
• Experience with website CMS platforms (WordPress, Squarespace, etc.)
• Knowledge of grant administration processes
• Experience managing event logistics end-to-end
• Familiarity with email marketing platforms (Mailchimp, Constant Contact)
• Bilingual in English and French is an asset

WORKING CONDITIONS

• Works regular business hours, on-site at FYI Head Office, 1652 Keele Street, Toronto, ON
• Some requirements to work extended hours for events and deadlines as needed
• Valid Vulnerable Sector Clearance Check required

HOW TO APPLY

Applications are being accepted on a rolling basis — we encourage you to apply early. Please send your resume and cover letter in one MS Word or PDF document by email with the subject line:

Executive Assistant Application — [Your Name]

Send to: Brigitte@foryouth.ca

• A resume highlighting relevant experience
• A cover letter (max 1 page) — tell us what draws you to this role and give one example of a time you brought structure to something that was falling through the cracks
• Optional: a brief sample of social media content you've drafted or published (link or screenshot)

For Youth Initiatives is committed to employment equity. We encourage residents of York South-Weston, Oakwood-Vaughan, and surrounding communities, as well as anyone who identifies as a person with a disability, as Black, racialized, newcomer, refugee, Indigenous, 2SLGBTQIA+, or Francophone to apply and self-identify.

If accommodation is required during the hiring process, please advise at the time of application or contact the Executive Director.