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.

Qualifications

· 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

Interested applicants should email their resume to [email protected]

Please note, only applicants selected for an interview will be contacted.

Chai Lifeline Canada is an equal opportunity employer and welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process