Administrator, Governance and Executive Office

Jack.org•Toronto, ON

4d•CA$63,000 - CA$72,000•Hybrid

About The Position

This role provides executive administrative support to the President & CEO, the Vice President, Programs, Evaluation & Research, and Jack.org's Board of Directors and Board Committees. The Administrator, Governance & Executive Office serves as a key liaison between the Executive Office, Board members, and internal teams, ensuring meetings, governance activities, communications, and executive priorities are coordinated efficiently and professionally. The successful candidate will help strengthen organizational effectiveness while maintaining the highest standards of confidentiality, professionalism, and service. The role is based in Toronto and follows a hybrid work model. It is a full-time, regular position.

Requirements

Three to five (3–5) years of experience in an Executive Assistant, Executive Coordinator, Governance Coordinator, or similar administrative support role.
Experience supporting senior executives and/or a Board of Directors.
Exceptional organizational skills with the ability to manage multiple priorities in a dynamic environment.
Strong time management skills and meticulous attention to detail.
Excellent written, verbal, and interpersonal communication skills.
Demonstrated ability to maintain confidentiality, exercise sound judgment, and manage sensitive information with discretion.
Strong relationship-building skills with the ability to collaborate effectively across teams and with external stakeholders.
Adaptable, proactive, and comfortable working in a fast-paced environment.
Proficiency with Google Workspace (G Suite), Asana, Slack, and other office productivity tools.
Commitment to Jack.org's mission and values, including fostering a culture of diversity, equity, inclusion, and belonging.

Nice To Haves

Experience within the nonprofit sector is considered an asset.
Knowledge of nonprofit governance principles and Board operations is an asset.
Post-secondary education in Business Administration, Nonprofit Management, Communications, or a related field is considered an asset.

Responsibilities

Manage the President & CEO's complex calendar, including scheduling meetings, prioritizing requests, and coordinating competing priorities.
Coordinate travel arrangements, accommodations, itineraries, and related logistics.
Support speaking engagements, presentations, and media opportunities by coordinating logistics and preparing materials.
Prepare, format, proofread, and distribute correspondence, reports, presentations, and other executive documents.
Assist with email and communication management as directed by the President & CEO.
Provide calendar management support to the Vice President, Programs, Evaluation & Research.
Coordinate Executive Office meetings, agendas, materials, and follow-up activities.
Facilitate communication and information flow between the Executive Office and internal stakeholders.
Provide administrative and project coordination support to members of the Executive Leadership Team, including scheduling, document preparation, meeting coordination, and tracking action items.
Support cross-functional initiatives and special projects that advance organizational priorities.
Coordinate all Board of Directors and Committee meetings, including scheduling, logistics, agenda preparation, distribution of materials, and minute-taking.
Maintain governance records, including bylaws, policies, Board resolutions, and committee documentation.
Prepare and distribute Board reports, briefing materials, and governance documentation.
Support governance policy reviews and updates, incorporating governance best practices and regulatory requirements.
Coordinate Board member onboarding, orientation, and ongoing governance education.
Organize Board retreats, annual meetings, and other governance-related events.
Track Board and Committee action items and ensure timely follow-up.
Serve as the primary administrative contact for Board members regarding meeting logistics, governance documentation, and scheduling.