Executive Project Assistant

Status: Full-time, 1-year contract; with possibility of extension

Location: Work-from-home position, based in Canada

Position Reports to: Chief Executive Officer

Immediate Supervisor: Director, Strategic Initiatives 

Compensation: $61,020.00 

CanWaCH is seeking a full-time, one-year contract Executive Project Assistant (EPA) to provide administrative and secretarial support to the CEO, such as coordinating meetings, managing calendars and emails, etc. as well as logistical and programmatic support to the Senior Management team. The EPA is an integral role that provides centralized support across all departments and teams. The ideal candidate has a demonstrated ability to comprehend and execute complex and time sensitive activities across multiple portfolios and has experience with communications and supporting event and logistics, internal operations and Board governance.

WHO WE ARE: 

The Canadian Partnership for Women and Children’s Health (CanWaCH) is a proud membership of more than 100 non-governmental organizations (NGOs), academic institutions, health professional associations and individuals partnering to improve health outcomes for women and children in more than 1,000 communities worldwide. CanWaCH unites the expertise and commitment of Canadian organizations and individuals to advance the health and rights of women, children and adolescents globally, envisioning a world where women, children and adolescents, in all their diversity, realize their right to thrive in full health.

CanWaCH is a completely virtual organization, with all staff operating from home offices across Canada. Human resources, financial management and all functions of the organization take place in a fast -paced virtual office space. We have been intentional in building our virtual organization and know that skills such as: adaptability, problem solving, and thinking outside the box are critical attributes needed to thrive as part of our team. We strive to create an environment of radical candor, matched with a ‘can-do’ attitude and ambition. You would be an excellent fit if you see yourself as a ‘builder’ and inspire community and connections.

Position Description

The Executive Project Assistant plays a supporting role in enhancing overall organizational effectiveness by providing astute administrative and secretarial support to the CEO. The ideal candidate is a talented multi-tasker, highly resourceful, able to act without guidance, technologically savvy, professional, demonstrates a keen sense of attention to detail and initiative, well-organized with great time management skills, and conducts the management of confidential files with extreme tact. 

RESPONSIBILITIES 

Executive Project Assistant responsibilities 

  • Supports email communications and inbox management with high level stakeholders, including the CanWaCH Board of Directors, CanWaCH members, political stakeholders and funders, carefully triaging communications and drafting responses, filing emails, and proactively engaging senior management and staff team where necessary. 
  • Coordinates and facilitates travel logistics for the CEO, Board and staff members, including booking transportation and accommodations, coordinating with local host agencies, securing visas, handling event registrations, and ensuring seamless communication.
  • Coordinates the full scope of logistics and scheduling for video-meetings, teleconferences, webinars, in-person staff and stakeholder meetings (for ex. Board meetings), including creating doodle polls, circulating calendar invites, tracking attendance, preparing agendas. 
  • Provides basic administrative and technical support for meetings led by CEO/Senior Management, including taking minutes/meeting notes, screen sharing, managing zoom polls, preparing meeting reports. 
  • Provides support for in-person meetings and events, including coordination with venues and caterers reviewing contracts and obtaining signatures, and supporting sponsorship logistics. 
  • Other duties as required. 

Operations and Finance responsibilities 

  • Supports preparation of appropriate documentation and cost comparisons for CEO and staff expenses.
  • Reconciles allocations of expenses on corporate credit cards as well as on CEO expense claims.
  • Coordinates vendor and contractor payments, including supporting the bid process for new vendors/contractors, preparing payment request forms and processing invoices, securing appropriate approvals, filing expense reports, vendor invoices and timesheets. 
  • Oversees organizational record management and support, including filing all contracts appropriately and ensuring they are accessible. 
  • Organizes and maintains the office virtual filing system.
  • Other duties as required. 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

  • Commitment to CanWaCH’s values, mission and vision. 
  • Proven experience as an executive, project or administrative assistant in a complex, fast-paced environment. 
  • Strong organizational, task management and problem-solving skills with impeccable ability to multitask and prioritize daily workload.
  • Tech savvy, with a strong aptitude or demonstrated experience using online tools including MS Office, Google Suite online tools (e.g. Google Drive, Gmail, Google Calendar).
  • Excellent written and verbal skills including demonstrated business writing skills and ability to write and converse with various audiences (Board, funders, and members).
  • Experience operating effectively in a virtual environment. 
  • Excellent attention to detail.
  • High level of customer service and professionalism including exemplary tact, discretion and confidentiality.
  • Resourceful, with ability to work with minimal information guidance.
  • Takes initiative and is a team player.

DESIRED SKILLS

  • Experience working in the non-profit sector.
  • Bilingual (French/English).
  • Facilitation and public speaking experience.

WHAT WE OFFER

  • Opportunity to work remotely
  • A knowledgeable, high-achieving, and fun team
  • A competitive base salary
  • Employee medical, dental, vision, benefits plan
  • Contribution to retirement plan
  • Wellness allowance
  • Competitive vacation allowance 

We welcome applications from individuals of all backgrounds and abilities. Should you require an accommodation or adjustment, please indicate this in your application.

CanWaCH is an equal opportunity employer. We believe deeply in equality and diversity of race, gender, sexual orientation, religion, ethnicity, national origin, disability, and all other protected grounds under the Ontario Human Rights Code. CanWaCH particularly welcomes submissions from qualified applicants from diverse communities, including but not limited to: youth, Indigenous communities, newcomer Canadians, visible minorities, women, persons with disabilities, and LGBTQ2I communities.

CanWaCH does not tolerate harassment, coercion, sexual exploitation or abuse of any form. All offers of employment are conditional upon signing Human Resource Policies.

All staff must be based, and eligible to work, in Canada and able to travel for work. 



How to Apply:

Due to a high volume of applications this posting will close January 31, 11:59pm ET.

Please submit your application through Charity Village by visiting this link.

Applications will be reviewed on a rolling basis. While we appreciate the interest of all those who apply, we will only communicate with those who are selected to proceed to the next phase of the recruitment process. For any questions please reach out to [email protected].

Published:

January 23, 2025


Deadline:

January 31, 2025


Type:

Contract Position

Location:

Canada


Organization:

CanWaCH


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