Executive Assistant to the CEO

About Foundation for Black Communities

The Foundation for Black Communities is Canada’s first-ever philanthropic foundation dedicated to investing directly in Black-led, serving, and focused grassroots, non-profit, and charitable organizations. Foundation for Black Communities exists to ensure every Black person in Canada can thrive and all Black communities have agency in defining their own future. We will invest in change-making, working with Canadian philanthropic, political, and business partners to ensure that Black-led and Black-serving organizations have the sustained resources they need to make a meaningful impact.

À propos de la Fondation pour les communautés noires

La Fondation pour les communautés noires est la toute première fondation philanthropique du Canada à investir directement dans des organismes communautaires caritatifs et à but non lucratif dirigés par des Noirs, au service des Noirs et axés sur les Noirs. La Fondation existe pour veiller à ce que chaque personne noire au Canada puisse s'épanouir et que toutes les communautés noires aient la possibilité de définir leur propre avenir. Nous investirons dans le changement en travaillant avec des partenaires philanthropiques, politiques et commerciaux canadiens pour nous assurer que les organismes dirigés par des Noirs et au service des Noirs disposent des ressources durables dont ils ont besoin pour avoir un effet significatif sur les communautés.

Position Overview

Reporting to the CEO, the Executive Assistant provides high-level, confidential administrative and coordination support to the CEO and the Office of the CEO. This role helps ensure that executive priorities, relationships, meetings, travel, correspondence, and follow-up are managed in a timely, professional, and well-organized manner.

The Executive Assistant is often the first point of contact for the Office of the CEO and plays an important role in creating a responsive, welcoming, and culturally competent experience for staff, board members, community partners, funders, government representatives, donors, media, and other stakeholders.

The role requires strong judgment, discretion, attention to detail, and the ability to manage multiple priorities in a dynamic environment. The Executive Assistant works closely with the Senior Manager, Operations and Governance and other members of the team to support effective coordination across the organization. Substantive governance administration and organization-wide operational tracking sit with the Senior Manager, Operations and Governance; the Executive Assistant provides coordination and logistical support where the CEO’s schedule, participation, or follow-up is involved.

Key Responsibilities

Executive and Administrative Support

• Calendar and scheduling. Manage the CEO’s calendar, including scheduling, prioritization, meeting coordination, and changes across time zones.
• Meeting and materials preparation. Prepare agendas, briefing notes, background materials, presentations, reports, letters, and follow-up items for meetings, events, speaking engagements, and other executive priorities.
• Correspondence. Monitor, triage, draft, and respond to correspondence on behalf of the CEO, ensuring a professional and appropriate tone.
• Travel and logistics. Coordinate domestic and occasional international travel, including itineraries, accommodations, transportation, registrations, and related logistics.
• Expenses and records. Prepare monthly expense reports, credit card reconciliations, invoices, and budget-related records for the Office of the CEO, in accordance with internal policies.

Office of the CEO Coordination

• Serve as a professional and culturally competent point of contact for individuals and organizations engaging with the Office of the CEO.
• Maintain organized digital files, contact lists, meeting records, and administrative systems for the Office of the CEO.
• Track CEO-related commitments, decisions, action items, and follow-up tasks, ensuring appropriate handoff or escalation when items fall within organization-wide workstreams.
• Support information flow between the CEO and internal teams by helping ensure relevant materials, decisions, and follow-up items are communicated in a timely manner.
• Identify practical ways to improve administrative workflows, scheduling processes, document management, and coordination related to the Office of the CEO.

Board and Governance Logistics Support

• Support the CEO’s participation in Board, committee, and Annual General Meeting activities, including scheduling, preparation, travel, attendance, and follow-up where required.
• Provide logistical and administrative support for Board-related activities at the request of the Senior Manager, Operations and Governance.
• Maintain clear boundaries between CEO-related logistical support and substantive governance administration, which is led by the Senior Manager, Operations and Governance.

Qualifications and Experience

• Minimum of 5 years of progressive experience providing executive-level administrative support to a CEO, Executive Director, senior executive, or C-suite leader.
• Experience in the nonprofit, charitable, philanthropic, public-sector, or community-serving sectors is considered an asset.
• Demonstrated experience managing complex calendars, high-volume correspondence, meeting logistics, travel, expenses, confidential information, and executive materials.
• Advanced proficiency with Microsoft Office, including Outlook, Word, PowerPoint, and Excel, and comfort using collaboration tools such as Teams, Zoom, and SharePoint.
• Strong written and verbal communication skills, including the ability to prepare clear, polished, and professional materials for internal and external audiences.
• Excellent organizational and time-management skills, with the ability to manage competing priorities, meet deadlines, and adapt to changing circumstances.
• Post-secondary education in business administration, public administration, communications, nonprofit management, or a related field, or an equivalent combination of education and relevant experience.

Competencies and Attributes

• Sound judgment, discretion, and a strong commitment to confidentiality.
• Professionalism, responsiveness, and strong interpersonal skills when working with staff, board members, community partners, funders, government representatives, donors, and other stakeholders.
• Ability to anticipate needs, identify issues early, and propose practical solutions.
• Strong attention to detail and commitment to accuracy in scheduling, records, correspondence, and materials.
• Collaborative and service-oriented approach, with the ability to work across teams while maintaining clarity about role boundaries.
• Deep understanding of and commitment to racial justice, equity, and community-led change.
• Passion for FFBC’s mission and a strong grasp of the role philanthropy can play in supporting Black communities in Canada.

Bilingual Proficiency

• Fluency in both English and French, written and spoken, is strongly preferred.

Compensation

• $63,600 annualized, pro-rated for the six-month term

How to Apply

To apply, please submit a cover letter and resume through https://ats.rippling.com/ffbc/jobs.

Applications will be received on an ongoing basis until the position is filled.

FFBC appreciates the time and effort involved in applying. Only candidates selected for an interview will be contacted.

If you require accommodation during any phase of the hiring process, please notify us as soon as possible. All information received in relation to accommodation requests will be kept confidential.

Originally posted on Himalayas