About SAF International
SAF International is a Canadian registered charity inspired by Sikh values of Seva (selfless service), compassion, equality, and justice. We partner with communities across South Asia to improve access to education, community development, humanitarian assistance, and the preservation of Sikh heritage and identity.
Our work often involves supporting historically marginalized Sikh communities while serving people of all backgrounds. We are looking for team members who respect our mission and are comfortable working within a Sikh faith-based organization.
Overview
This is not a traditional Executive Assistant position.
We're seeking an experienced, highly organized professional who has previously supported senior leaders or managed complex operations in a fast-paced environment. This role is designed for someone who enjoys taking ownership, driving projects forward, and bringing structure to a growing organization.
Working directly with the Founder & CEO, you'll help coordinate strategic initiatives, oversee executive priorities, improve internal systems, and ensure that important projects continue moving without constant supervision. Success in this role requires sound judgment, exceptional attention to detail, strong written communication, and the confidence to manage competing priorities independently.
This position is ideal for someone who has reached the point in their career where they are looking for meaningful work, greater responsibility, and the opportunity to become a trusted partner to an organizational leader.
As SAF International continues to grow, this position is designed to evolve alongside the organization.
Responsibilities
Executive Support
- Manage the CEO's calendar and scheduling
- Coordinate meetings and prepare agendas
- Draft professional correspondence and emails
- Organize travel arrangements and itineraries
- Prepare meeting notes and track action items
- Maintain confidential files and executive documents
- Assist with presentations and reports
Project Coordination
- Monitor organizational projects and timelines
- Follow up with team members on outstanding tasks
- Coordinate communication between departments
- Track project milestones and deadlines
- Help implement new organizational systems and processes
Administrative Operations
- Develop and maintain Standard Operating Procedures (SOPs)
- Organize digital filing systems
- Prepare forms, templates, and internal documentation
- Improve administrative workflows
- Coordinate vendor communications when required
Research & Special Projects
- Conduct research on software, vendors, grants, and organizational initiatives
- Prepare comparison reports and recommendations
- Assist with policy development
- Support strategic planning initiatives
- Coordinate special projects assigned by the CEO
Meeting & Event Coordination
- Coordinate internal meetings
- Prepare meeting packages and supporting documents
- Assist with board and committee meetings
- Coordinate logistics for organizational events and executive travel
- Coordinate meetings and prepare agendas
- Draft professional correspondence and emails
- Organize travel arrangements and itineraries
- Prepare meeting notes and track action items
- Maintain confidential files and executive documents
- Assist with presentations and reports
We're Looking For Someone Who
- has deep love for the Panth & wants to see fellow Sikhs thrive
- Is exceptionally organized
- Pays close attention to detail
- Communicates professionally in writing and verbally
- Can manage multiple priorities simultaneously
- Takes initiative without waiting for direction
- Follows through until work is completed
- Enjoys improving systems and processes
- Maintains confidentiality and professionalism
- Is comfortable working independently
Qualifications
- Minimum 5 years of progressively responsible experience supporting senior leadership, executives, directors, or business owners.
- Demonstrated experience coordinating multiple projects simultaneously while meeting deadlines.
- Exceptional organizational and time management skills.
- Outstanding written and verbal communication skills.
- Advanced proficiency with Microsoft 365 and Google Workspace.
- Proven ability to exercise sound judgment and maintain strict confidentiality.
- Strong problem-solving skills with the ability to work independently and anticipate needs.
- Legally authorized to work in Canada.
This is not a role for someone looking to simply manage calendars or answer phones. We are seeking a professional who enjoys building systems, improving operations, solving problems, and becoming a trusted extension of the CEO.
Long-Term Growth: We view this position as an investment in future leadership. As SAF International grows over the coming years, the successful candidate may have the opportunity to progress into a senior operational leadership role, based on organizational needs and individual performance.
Pay: From $25.00 per hour
Benefits:
- Paid time off
- RRSP match
- Vision care
Application question(s):
- This position requires exceptional attention to detail. Please describe a mistake you made in a previous role, how you handled it, and what you changed afterward to prevent it from happening again.
- Why are you interested in working directly with the Founder & CEO of a growing international nonprofit organization rather than in a traditional administrative position?
- What do you believe is the most important responsibility of an Executive Assistant or Executive Operations Coordinator supporting a CEO?
Language:
Work Location: In person
