Job Description

Main Job Purpose

We are looking for a highly organized, proactive, and mission-aligned Executive Assistant (EA) to support the CEO and oversee key administrative functions across the office. This role is ideal for someone who thrives in a dynamic environment, demonstrates exceptional discretion, and is passionate about enabling leadership effectiveness and operational excellence. You will play a critical role in ensuring the CEO’s time is optimized and that the office runs smoothly and efficiently.

Accountabilities

Executive Support
◾️ Manage the CEO’s calendar, appointments, and travel arrangements with precision and foresight
◾️ Prepare and organize materials for meetings, presentations, and reports.
◾️ Act as a liaison between the CEO and internal/external stakeholders
◾️ Draft, proofread, and manage correspondence on behalf of the CEO
◾️ Track and follow up on action items, deadlines, and strategic priorities
◾️ Support board and leadership team meetings, including agenda preparation, minute-taking, and logistics
◾️ Manage CEO’s expense claims and reimbursements; liaise with the finance team to ensure timely and accurate expense tracking and reporting

Office Administration
◾️ Oversee day-to-day office operations to ensure a smooth and efficient work environment
◾️ Manage office supplies, equipment, and vendor relationships
◾️ Coordinate internal events, team meetings, and staff engagement activities
◾️ Maintain office policies and procedures, ensuring compliance and consistency
◾️ Support onboarding and offboarding processes in collaboration with HR
◾️ Serve as the point of contact for facilities and IT-related issues

Job Requirements

Experience
◾️ 3–5 years of experience in an Executive Assistant or Office Manager role, preferably supporting C-level executives

Skills
◾️ Exceptional organizational and time-management skills
◾️ Strong written and verbal communication abilities
◾️ High level of discretion and professionalism
◾️ Proficiency in Microsoft Office Suite, Google Workspace, and virtual collaboration tools (e.g., Teams, google meets, Zoom)
◾️ Ability to anticipate needs, think critically, and offer solutions proactively
◾️ Alignment with AFH Canada’s mission and values

Languages️
◾ Strong written and spoken English essential

What We Offer

◾️ A hybrid and flexible work arrangement that supports work-life balance
◾️ Paid time off
◾️ Comprehensive health and dental benefits
◾️ Free on-site parking
◾️ An inclusive, friendly, and purpose-driven culture
◾️ Opportunities for professional growth and development
◾️ A chance to make a meaningful impact through humanitarian and development work

Benefits

◾️ Company events
◾️ Dental care
◾️ Extended health care
◾️ Life insurance
◾️ Mileage reimbursement
◾️ On-site parking
◾️ Paid time off
◾️ Vision care
◾️ Work from home
◾ Flexible schedule

We are an equal opportunity employer and encourage applications from all qualified candidates, including those from equity-deserving groups. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

Application Deadline: 2025-08-15
Expected Start Date: 2025-09-01