Executive Assistant - Toronto - Kaizen Lab Inc.

Description

Executive Assistant

Development and Campaign

Hybrid

Full Time, Permanent

Level 6

Requisition Number: DC

Covenant House helps youth ignite their potential and reclaim their lives. As Canada's largest agency serving youth who are homeless, trafficked or at risk, we offer the widest range of services to hundreds of young people every day.

More than a place to stay, we provide life-changing care with unconditional love and respect. We meet youth's immediate needs and then we work together to achieve their future goals. We offer 24/7 crisis shelter transitional housing options on-site and, in the community, health and well‑being support, training and skill development, and ongoing care once youth move into the community.

For over 40 years, Covenant House has been dedicated to its mission of serving youth on the street and to protect and safeguard all youth with absolute respect and unconditional love. Since 1982, Covenant House has supported more than 100,000 young people.

Overview

This position is responsible for the smooth operations of the office of the Chief development and marketing officer by managing department workflow, priorities and deadlines, resolving day‑to‑day issues, supporting the development of budgets, reports, plans and projects as well as providing administrative support to the VP Campaign and department directors. We are currently recruiting for 1 Full‑time, Permanent Position. This is a new role within the organization.

Responsibilities

• Managing the Chief Marketing, Development and Marketing Officer (CDMO) and VP Campaign calendars in a manner that is respectful of all inquiries, yet diligent in ensuring appropriate use of time, based on the guidelines set by the CDMO/VP.
• Assisting with emails and attachments to ensure deadlines are managed and priorities are set.
• Maintaining a tracking system to ensure deadlines are met.
• Preparing responses to correspondence for CDMO/VP approval and signature.
• Liaising with staff, Board Members, Donors and service providers on behalf of the CDMO/VP.
• Preparing expense documents and purchase requisitions for processing.
• Tracking budget against expenditures.
• Maintaining a functional filing system.
• Organizing travel arrangements as required.
• Setting up internal and external meetings.
• Drafting agendas, reports and completing minutes for meetings.
• Preparing welcome letters and packages for new volunteers or Committee members.
• Ensuring contact information for Fundraising/Development Committee members is kept current.
• Providing administrative support to the Fundraising/Development Committee.
• Organizing and coordinating the development of meeting materials, such as reports, presentations etc.
• Preparing schedules and templates for department planning, performance reviews and Board reports.
• Tracking department deadlines and follow‑up with staff to ensure deadlines are met.
• Updating donor files in Raiser's Edge as needed.
• Working with the department to ensure all fundraising policies are organized, updated and reviewed on an annual basis and shared on the staff portal.
• Conducting research independently or with a defined team for competitive or environmental analyses, fact‑checking or to gather stats and data.
• Preparing PowerPoint presentation for internal and external meetings.
• Organizing onboarding program for new staff and ensuring that procedures are followed for staff leaving the agency.
• Participating in supporting special events such as donor reception.

Qualifications

• Preferred BA, College diploma in Administrative studies.
• Must have a minimum of 5 years related work experience.
• Proficient in Microsoft Office at an intermediate to advanced level, particularly Word, Outlook, Excel and PowerPoint.
• Use of internet for research.
• Excellent telephone manner and verbal and written communications.
• Knowledge of marketing and fundraising with technical knowledge of fundraising is an asset.
• Proficient in formal minute taking, senior volunteer interaction, confidential and sensitive material handling.

Don't meet every requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet all qualifications. If you are excited about the role but your resume doesn't align perfectly with every qualification in the description, apply anyway. You may still be the right candidate for this or other roles.

What we Offer

• Meaningful work.
• Competitive compensation.
• Benefits such as Health, Dental, Vision, Personal Days, Employee Assistance Program, Tuition Reimbursement and more.
• Employee perks which include discounts on gym membership, city bike rentals, auto & home insurance and more.

Interested candidates are welcome to apply directly to this posting on or by March 4, 2026. Only those selected to move forward in our recruitment process will be contacted. No agencies or phone calls please.

Use of AI and Technology in the Hiring Process

Covenant House Toronto does not use artificial intelligence (AI) to make or inform hiring decisions. However, we do use an external applicant tracking system (ATS) to help manage applications efficiently. While our ATS may apply automated filters or sorting functions, all applications are reviewed and evaluated by human recruiters. No hiring decisions are made by AI.

Commitment to Equitable Recruitment

At Covenant House Toronto we believe in a workplace culture of inclusion that is welcoming, respectful and safe for all staff. It is critical to Covenant House Toronto success to eliminate barriers and promote the inclusion of equity groups. Equity groups have been, and continue to be, underrepresented and marginalized in the workforce, leadership roles, and in some specific occupations. Equity groups include but may not be limited to Indigenous persons, racialized people, gender diverse people, 2SLGBTQIA+ people, and people with disabilities.

In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and Covenant House Policy on Accommodation, a request for accommodation will be accepted as part of the Covenant House recruitment process.