COED is a community-based not-for-profit organization dedicated to supporting adults with intellectual disabilities through inclusive programs, education, and community engagement.
We are seeking an organized, proactive, and detail-oriented Executive Assistant to join our team. This is an excellent opportunity for an administrative professional who thrives in a collaborative environment and is passionate about supporting meaningful work in the not-for-profit and developmental services sector.
Position Summary
The Executive Assistant provides high-level, confidential, and strategic executive support to ensure the smooth day-to-day operation of the organization. Reporting to the Executive Director, the successful candidate will work collaboratively with staff, volunteers, clients, families, community partners, and the Board of Directors to support organizational effectiveness and high-quality service delivery. The Executive Assistant plays an important role in supporting COED’s fundraising and community engagement efforts by helping to build relationships with donors, sponsors, businesses, and community partners.
Key Responsibilities
Executive & Governance Support
- Provide comprehensive administrative support to the Executive Director and COED team.
- Prepare correspondence, reports, presentations, meeting agendas, minutes, and other organizational documents.
- Maintain organized electronic and paper filing systems while ensuring confidentiality and compliance with privacy legislation.
- Order office supplies, coordinate equipment servicing, and support the efficient operation of the office.
Financial and Database Administration
- Assist with financial administration, including processing invoices, receipts, and maintaining administrative records.
- Maintain accurate databases for membership, programs, participants, volunteers, donors, and organizational activities.
- Perform data entry, reporting, and record management with accuracy and attention to detail.
Program and Community Support
- Coordinate meetings, training sessions, workshops, and community events, as required.
· Assist with volunteer recruitment, onboarding, orientation, and recordkeeping.
- Liaise professionally with clients, families, community agencies, funding partners, and service providers.
- Assist with documentation, reporting, accreditation, quality assurance, and compliance requirements.
- Maintain confidential client and program records in accordance with organizational policies and applicable legislation.
- Support the coordination of staff training, certifications, and compliance documentation.
Fundraising, Marketing and Donor Relations
· Support fundraising initiatives by preparing materials, coordinating events, and maintaining donor records. Partner with the Executive Director to research strategic funding opportunities and grant proposals. Assist with the planning, coordination, and administration of fundraising campaigns and special events.
- Research and identify potential grant, sponsorship, and funding opportunities.
- Help prepare grant applications and supporting documentation under the direction of the Executive Director.
- Maintain accurate donor, sponsor, and funding databases while ensuring confidentiality.
- Prepare donor correspondence, acknowledgements, tax receipts, and stewardship materials.
- Facilitates COED’s marketing initiatives by maintaining its website and social media presence in a professional, timely and comprehensive manner.
- Support community outreach by building relationships with local businesses, service clubs, and community organizations.
- Track fundraising activities and prepare reports on donations, sponsorships, and campaign outcomes.
- Participate in fundraising events, donor appreciation activities, and community engagement initiatives as required.
- Promote COED mission and programs while helping to cultivate a culture of philanthropy and community support.
General Responsibilities
- Conduct research to support organizational initiatives.
- Contribute to a positive, collaborative, and inclusive workplace culture.
- Provide administrative support across programs as required.
- Perform other related duties consistent with the responsibilities of the position.
Qualifications
Education
- High school diploma or equivalent required.
- College diploma or certificate in Office Administration, Business Administration, or a related field is preferred.
Experience
- Three to five years of progressive administrative experience, preferably supporting senior leadership.
- Experience working in a not-for-profit, charitable, community services, or developmental services organization is considered an asset.
- Experience handling confidential information with professionalism and discretion.
- Digital Presence: Prior experience navigating, updating, and maintaining website content within a content management system to amplify our mission and support online fundraising efforts.
Technical Skills
- Proficiency with Microsoft Office (Word, Excel, PowerPoint).
- Experience using Google Workspace (Docs, Sheets, Gmail).
- Experience with data entry and database management.
- Familiarity with online virtual meeting platforms.
Skills and Competencies
The successful candidate will demonstrate:
- Excellent organizational and time-management skills.
- Strong written and verbal communication abilities.
- Exceptional attention to detail and accuracy.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong customer service and interpersonal skills.
- Professionalism, integrity, and sound judgment when handling confidential information.
- Ability to work independently and collaboratively.
- Flexibility, adaptability, and problem-solving skills.
- Commitment to diversity, equity, inclusion, and person-centered services.
- Understanding of the not-for-profit and developmental services sectors.
- Experience supporting volunteers, fundraising activities, or donor databases is an asset.
What We Offer
- Meaningful work that makes a positive impact in the community.
- A supportive, collaborative, and inclusive workplace.
- Opportunities to contribute to organizational growth and community engagement.
- A positive work environment that values teamwork, respect, and continuous learning.
How to Apply
Please submit your resume and cover letter outlining your qualifications and interest in the position to:
Email: [email protected]
Application Deadline: August 6, 2026
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
AI will not be used in the selection process or hiring.
COED is committed to fostering an inclusive, diverse, and equitable workplace. We encourage applications from individuals with lived experience, Indigenous Peoples, members of visible minority groups, persons with disabilities, and members of other equity-deserving communities.
Pay: From $24.00 per hour
Benefits:
Work Location: In person
