NOW HIRING (VOLUNTEER): Executive Assistant & Administrative Lead (Experienced)

We are looking for an experienced, proactive, highly organized Executive Assistant/Administrative Lead who excels in growing grassroots or emerging organizations — ideally within the non-profit sector.

This individual will serve as the primary administrative engine of Intimate Sessions, doing the following but not limited to:

Keeping the organization organized,

Anticipating needs,

Coordinating operations,

Tracking opportunities,

Ensuring the team stays informed and aligned, and

Supporting the Executive Director on all strategic and administrative fronts.

Core Responsibilities

1. Calendar, Scheduling & Time Management

Manage and maintain the Executive Director’s calendar.

Schedule all meetings, events, workshops, conferences, and deadlines.

Set up shared organizational calendars for team awareness.

Ensure all staff members are informed of upcoming priorities and opportunities.

2. Administrative & Communication Management

Draft, edit, and manage emails, announcements, and internal communications.

Serve as the first point of contact for general inquiries.

Screen calls, route messages, and support communication with partners, sponsors, and stakeholders.

Prepare polished documents, letters, forms, and presentations.

3. Meeting & Event Coordination

Prepare agendas and supporting materials.

Attend meetings to record accurate, well-organized minutes.

Distribute minutes with clear action items and follow-up timelines.

Assist with planning and logistics for events, workshops, and community initiatives.

4. Research & Opportunity Tracking

Track community events, conferences, grants, resources, and partnerships.

Present weekly updates and opportunity summaries to the Executive Director/Team.

Conduct research needed for upcoming programs, meetings, partnerships, or projects.

5. Project & Operational Support

Assist with special projects and organizational development.

Maintain databases, digital files, documentation systems, and templates.

Help with grant preparation, sponsorship outreach, and partnership communication.

Support staff members with administrative tasks to ensure smooth operations.

6. Organizational Structure & Efficiency

Build and maintain internal systems that support organizational growth.

Set up workflows, templates, and documentation structures.

Establish order, efficiency, and clarity across all areas of operations.

7. Discretion & Confidentiality

Handle sensitive information with the highest level of integrity and professionalism.

Required Skills & Competencies

3+ years of experience as an Executive Assistant, Administrative Lead, Office Manager, or similar senior administrative role.

Experience working in a non-profit organization or start-up environment is a major asset.

Strong written and verbal communication abilities.

Exceptional organizational and time-management skills.

Ability to anticipate needs, think ahead, and problem-solve proactively.

Advanced proficiency using digital tools (Google Workspace, Microsoft Office, project management platforms, calendars, etc.).

Ability to manage multiple tasks, deadlines, and priorities simultaneously.

Strong interpersonal skills and professional presence.

Ability to work independently with minimal supervision.

Bonus Assets

Experience helping organizations grow, scale, or restructure.

Experience coordinating community programs, events, or partnerships.

Experience managing social media content calendars (asset, not required).

Strong research and information-gathering skills.

Interest or background in mental health, social work, community development, or women’s empowerment.

Weekly Deliverables

Calendar updates & scheduling

Weekly recap/report to the Executive Director

Opportunity tracker (grants, events, conferences, partnerships, etc.)

Meeting minutes and action item tracking

Administrative and project support tasks

How to Apply

Please submit:

Your resume and brief cover letter highlighting your administrative experience and why you're the right fit for a growing non-profit organization

Email: info@intimatesessions.ca
Subject Line: Executive Assistant Application – [Your Name]