President's Office Administrative Specialist

Position:

President’s Office Administrative Specialist

Reports to:

Director, Office of the President

Position Term:

Full Time Permanent

Primary Location:

Mississauga, Ontario, Canada

Workplace Type:

Hybrid

Job Purpose

The President’s Office Administrative Specialist provides structured administrative and digital operational support to the Office of the President. Reporting to the Director, Office of the President, this role ensures the Office operates through disciplined workflows, shared systems and consistent documentation standards.

While the role includes direct executive support functions such as scheduling, meeting preparation and travel coordination, its primary mandate is to strengthen operational clarity and workflow reliability across the President’s Office. The Specialist ensures that commitments, action items and governance milestones are tracked, accessible and executed through structured digital systems.

The role contributes to a culture of accountability, responsiveness and operational excellence in service of the CEO and the organization. The individual demonstrates World Vision Canada’s Christian ethos through personal and professional conduct and embodies integrity, service and stewardship.

Responsibilities

Direct Administrative and Executive Support to the CEO (35%)

• Manage the CEO’s calendar in alignment with strategic priorities, governance commitments and executive cadence.
• Prepare daily briefing folders and ensure the CEO is equipped with relevant background documents for meetings and engagements.
• Coordinate executive travel logistics, itineraries and expense documentation.
• Support preparation for Executive Leadership Team, Board and Executive meetings.
• Exercise judgment in prioritizing matters requiring CEO attention versus delegation.
• Act as a professional first point of contact for government partners, donors, global colleagues, board members and sector leaders.
• Maintain a high degree of confidentiality, diplomacy, discretion and responsiveness.

Digital Workflow & Systems Enablement (30%)

• Maintain and manage workflows for executive action items, President’s Office initiatives and cross-functional enterprise-wide commitments.
• Establish and update digital tracking boards and shared dashboards.
• Ensure consistent documentation standards, file naming conventions and version control.
• Reduce reliance on informal or manual tracking systems.
• Support transparency of timelines, deadlines and follow-ups through structured tools.
• Identify opportunities to improve digital processes within the Office.

Project Coordination & Follow-Through (20%)

• Track deliverables arising from ELT, governance and other leadership meetings.
• Monitor progress on commitments and escalate delays as appropriate.
• Support alignment between Board calendar milestones and executive scheduling.
• Assist in coordinating quarterly planning sessions and executive reviews.
• Ensure clarity of next steps and documented accountability after meetings.

Office Operations & Continuity (15%)

• Partner closely with the Director, Office of the President and President's Office team to ensure seamless operations.
• Maintain centralized documentation repository for the President’s Office.
• Support coverage planning to ensure continuity during absences.
• Contribute to process improvements and operational resets.
• Provide administrative support across the President’s Office team as needed.

Qualifications

• University degree or College diploma in administration, business or related field.
• 5–7+ years of senior executive administrative experience supporting C-suite leaders.
• Demonstrated experience using Jira or similar workflow/project management systems.
• Proven track record of responsiveness, strong follow-through and solution-oriented problem solving.
• Experience in non-profit, NGO or complex stakeholder environments is an asset.

SKILLS AND COMPETENCIES

• Administrative Excellence – Demonstrates strong attention to detail, accuracy and reliability. Delivers high-quality work with consistency and disciplined follow-through.
• Digital Fluency – Strong working knowledge of Jira and digital workflow systems. Effectively manages dashboards, tracking tools and shared documentation to enhance visibility and reduce manual processes.
• Systems Orientation – Approaches work through structured processes and standardized workflows. Establishes repeatable practices that strengthen continuity and operational clarity.
• Responsiveness – Acts with urgency and ensures clear next steps, defined ownership and timely completion of commitments.
• Project Management – Applies structured planning, tracking and risk management practices to initiatives and executive workflows. Monitors milestones, manages dependencies and ensures deliverables are completed on time.
• Discretion & Judgment – Handles confidential matters with professionalism and sound judgment.
• Organizational Awareness – Understands executive cadence, governance timelines and strategic priorities, aligning work accordingly.

Why Consider Us?

• Our competitive compensation & benefits include:
• Health Spending Account
• Up to 6% matched pension contributions
• Parental leave top-up
• Generous paid vacation, sick days, wellness and personal days
• Office closed extra days before long weekends (6x/year)
• World Vision Canada has consistently been awarded Canada and GTA top employer awards.
• We are Canada’s largest development, relief, and advocacy non-profit organization.
• We embody an Agile mindset here.

This is a current vacancy that we are actively recruiting for. The salary range represents the expected compensation for this role and is provided in accordance with Ontario’s pay transparency requirements under the Employment Standards Act.

Placement within the range will be determined based on relevant skills, experience, qualifications, and internal equity. The final offer will reflect the successful candidate’s background and demonstrated capabilities.

#LI-Hybrid

Job Family

Administrative Services

Pay Type

Salary

Employment Indicator

Hybrid

Hiring Min Rate

60000

Hiring Max Rate

80000