Executive Assistant to the President & CEO and Board Liaison

We are seeking an Executive Assistant to the President & CEO and Board Liaison to join the President & CEO’s office. Reporting to the President & CEO, the Executive Assistant is a key member of the Canadian Women’s Foundation’s administrative team, providing high-level executive support to the President & CEO and coordinating governance activities with the Board of Directors. This role requires exceptional organization skills, attention to detail, and discretion, with the ability to balance multiple priorities in a fast-paced, mission-driven environment. The Executive Assistant ensures the smooth functioning of the President & CEO’s office, strengthens governance processes, and contributes to a culture of collaboration, inclusivity, and professionalism across the organization.

The Canadian Women’s Foundation is Canada’s public foundation for gender justice and equality. We advance this by growing support for grassroots feminist action, partnering with communities and organizations to improve conditions, and building diverse leadership and knowledge for sustainable change.

Since 1991, thanks to our generous supporters and donors, the Foundation has raised more than $270 million to fund over 3,400 life transforming programs across the country. As a leading voice for women, girls and gender-diverse people in Canada, the Canadian Women’s Foundation is committed to getting gender equality issues front and centre in the hearts and minds of people in Canada. For more information about the Foundation, visit our website. To learn more about what we offer to employees

and why you should apply, visit Work With Us.

We strongly encourage applications from women, Two Spirit, trans, and nonbinary people who identify as Black and/or racialized, First Nations, Métis, and Inuit, living with disabilities, and/or members of 2SLGBTQIA+ communities.

Key Duties and Responsibilities

President & CEO Support

• Manage the President & CEO’s calendar: schedule and travel logistics. Co-ordinate schedule for all internal and external committees and commitments of the President & CEO.
• Provide summary of next day meetings to ensure smooth flow in President & CEO office. Confirm appointments and provide advance materials and briefings from relevant departments.
• Prepare and coordinate briefing materials, presentations, and correspondence for the President & CEO.
• Track and follow up on key deliverables and priorities on behalf of the President & CEO.
• Draft and edit communications, reports, and internal memos.
• Serves as a first point of contact for the President & CEO’s office with internal and external stakeholders.
• Assemble, digitize and process expense reconciliation and reimbursement.
• Keep a record of credit card purchases and submit receipts to Finance.

Board Support

• Act as Board Liaison, ensuring effective communication and coordination between the President & CEO and Board members.
• Plan and manage Board and committee meetings: including, scheduling, agenda preparation; co-ordinate deadlines with President & CEO and Senior Leadership Team; assemble and distribute materials; provide history and back-up as requested, guest invites.
• Record, draft, and distribute accurate minutes, track follow-up actions for Board and committees.
• Develop details of the meeting including catering, travel, and accommodations for the Board.
• Maintain Board records, policies, and governance documents.
• Ensure compliance with bylaws and governance standards. Implement regulatory processes for the paperwork, scheduling, and filing logistics for the new Directors. Coordinate Board-related filings to be reviewed, signed, and returned to the law firm.
• Develop the draft annual workplans for the Board Committees, including developing a meeting schedule, sending reminders to the committee chairs and staff primary contact, and helping develop the workplans for pending items.
• Support Board recruitment, onboarding, and annual evaluation processes.
• Create draft materials and procedures for the committee’s projects (e.g. update and automate nominations intake, governance evaluations).
• Support the Executive Committee, when requested by the Board chair or President & CEO.
• Liaise and brief other departments when their participation is necessary (i.e. meeting deadlines, nominations call).
• Administrator for Boardable (board meeting and document application), ensure all meetings, agendas and supporting documents are posted in Boardable and kept up to date.

Organizational Support and Administrative Back-up

• Provide support for the Senior Leadership Team meetings and organization-wide events.
• Manage special projects and assist with operational processes as assigned.
• Contribute to creating an inclusive, welcoming, and efficient workplace culture.
• Cover the info@ general mailbox when the Office Coordinator is unavailable

Qualifications and Experience

Education:

• University degree or diploma in Business Administration, Public Administration or related field
• Additional training or certification in governance or executive support

Experience:

• Minimum 5-7 years of progressive responsibility and experience in a senior administrative or executive assistant role; supporting both a CEO and Board of Directors; ideally in a non-profit or charitable organization
• Demonstrated experience coordinating Board Level governance processes including meeting preparation, minute taking and collaborating with Committee members
• Experience in a non-profit, foundation, or values-driven organization is preferred

Skills and Abilities:

• Fluency in English; excellent written and verbal communications skills
• Proficiency in Microsoft Office (Word, Excel and PowerPoint), SharePoint, Teams, Zoom, and other online meeting apps required
• Knowledge of Boardable, is an asset
• Familiarity with cross-functional collaboration and supporting special projects involving multiple stakeholders is an asset
• Excellent attention to detail
• Ability to work calmly under pressure and demonstrated experience in meeting deadlines
• Highly organized, detail-oriented, and proactive
• Professionalism, integrity, and discretion with confidential and sensitive information
• Demonstrated ability to be proactive and flexible amongst diverse and competing demands
• Analytical and problem-solving skills
• Excellent customer service skills; demonstrates helpful and friendly approach to all internal and external contacts on behalf of the President & CEO
• Adaptable and calm under pressure; solutions-oriented
• Strong interpersonal skills; effective listening and ability to work collaboratively with diverse stakeholders
• Commitment to equity, inclusion, and the Foundation’s mission of advancing gender equality
• Knowledge of French is considered an asset

Expectations and Conditions

The selected candidate will be able to start work as soon as possible and would complete a three-month probation period.

Compensation

The hiring range for this position is $60,000 - $75,000. Our benefits package includes a comprehensive group benefits plan, a generous vacation allotment, RRSP contributions as well as professional development opportunities. This is a full-time position.

Job Location

This is a hybrid work role requiring the successful candidate to work at the Toronto, Ontario office (1920 Yonge Street Toronto, Suite 302) 3 days per week. Some travel within Canada may be required.

Apply Today by Submitting:

• A one-page cover letter outlining why you want to be part of the Canadian Women’s Foundation and briefly summarizing your key skills and relevant experience.
• A resume that provides an overview of your work, education, and volunteer experience.

The deadline for submission is 5:00 PM EST on October 17, 2025. Please apply using the link: https://secure.collage.co/jobs/canadianwomen/56554

Canadian Women’s Foundation Commitment to Equity

The Canadian Women’s Foundation is strongly committed to equity in employment and seeks to attract, select, and hire a diverse team with a high level of professional skills, passion for and belief in our vision and mission. We aim to be inclusive of diverse people across gender and sexuality spectrums. This includes people who identify as women, girls, trans, Two Spirit, genderqueer, nonbinary, and 2SLGBTQIA+. If comfortable, we encourage candidates to share information about their identities, lived experiences, and the communities they are part of in their cover letter.

The Canadian Women’s Foundation adheres to Canadian Human Rights legislation and will provide accommodation to candidates during any part of the interview or hiring process, if requested.

We thank all applicants for their interest. However, only those selected for a first interview will be contacted. We anticipate two rounds of interviews before the successful candidate is selected.