Executive Assistant
Chai Lifeline Canada
Description:
Executive Assistant
Why work for Chai?!
- We close early EVERY Friday!
- Comprehensive benefits
- Generous vacation including all Jewish holidays
- Great culture – we’re always here to help each other out
- Continuous education allowance
For over 18 years, Chai Lifeline Canada has been providing services and programs to children and families who are living with chronic or life-threatening pediatric illness. At Chai Lifeline Canada you will be part of a team that is dedicated to living our core values, leading with integrity and mutual respect for one-another. We provide care and love to families in need and in doing so we work beyond our roles with empathy, dedication and humility.
Responsibilities include:
- Manage scheduling and calendar management for the Executive Director, ensuring a smooth and efficient day-to-day flow.
- Send high-level communications on behalf of the Executive Director, always maintaining a professional tone.
- Organize and prepare for meetings, including collecting necessary documents, coordinating logistics setting meeting agendas take meeting notes and creating action items and ensuring seamless execution.
- Relay messages in an accurate and timely fashion and provide information with discretion and professionalism.
- Monitor and prioritize incoming emails, responding independently when appropriate.
- Coordinate comprehensive travel arrangements, including flights, accommodations, itineraries, and ground transportation.
- Maintain and organize records, files, and important documents on behalf of the Executive Director.
- Research, identify, and present relevant networking opportunities, conferences, and professional development events that align with the Executive Director’s goals and strategic initiatives.
- Leverage digital tools to streamline workflows—e.g., calendar automation, CRM platforms, cloud file management, and virtual meeting technologies.
- Coordinate or support internal and external events involving the Executive Director, including donor meetings, staff engagement activities, and public appearances.
- Assist in the coordination and execution of strategic projects or cross-departmental initiatives on behalf of the Executive Director.
- Prepare, reconcile, and submit expense receipts and assist with travel reimbursement processes.
- Oversee the overall office environment and ensure an excellent and professional experience for internal and external stakeholders.
- Manage courier and mail services, on behalf of the Executive Director.
- Handle confidential and sensitive information with utmost discretion and professionalism.
- Support personal and family-related tasks and errands as required, maintaining a flexible and can-do attitude.
- Finding creative and resourceful solutions to get the job done efficiently and effectively.
- Perform additional duties and special projects as assigned.
Qualificatons:
- 3+ years of experience as an Executive Assistant, preferably supporting C-level executives.
- Exceptional organizational skills with the ability to manage multiple and competing priorities in a fast-paced environment.
- Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong understanding of administrative systems, processes, and best practices.
- Highly proactive, resourceful, and capable of anticipating needs and taking initiative.
- Excellent analytical and problem-solving skills, with high attention to detail and ability to meet tight deadlines.
- Outstanding written and verbal communication skills, with a strong sense of professionalism.
- Collaborative team player with a service-oriented mindset.
- Ability to manage sensitive and confidential information with discretion and sound judgment.
- Flexibility to adapt to changing priorities and occasional availability outside standard business hours, as needed
- Full drivers licence and access to a car
To apply for this job email your details to escherer@chailifeline.ca
Additional Comments: