Executive Assistant to the Executive Director

Job city: 
Job region: 
Greater Toronto Area
Application Deadline: 
Friday, October 22, 2021 - 5:00pm
Job terms: 
Full-time contract


CICS - Centre for Immigrant and Community Services is a registered charity with a mission to empower newcomers in settling and integrating as contributing members of Canadian society through diverse, professional and innovative programs and services. We work to enable newcomers to fully integrate, participate and contribute to all spheres of Canadian society. Our success stems from our workforce culture bound by three core values: Compassion, Inclusion and Collaboration.

Summary or Profile of the position / Nature and Scope:

The Executive Assistant primarily provides confidential administrative support to the Executive Director, Board, and Management team in a professional and efficient manner. The incumbent regularly communicates information to the Board, management team, staff, membership and external stakeholders, and assists the ED in coordination of events and provides troubleshooting support as required. This position receives work instruction from the ED on a regular basis.


  • Support ED in communication: notifying Board and Ordinary members one month prior to AGM, invitations to special events
  • Keep the lists of politicians for the CICS office ridings and relevant ministers updated after each federal, provincial or municipal election; keep the lists of stakeholders (community organizations and funding officers) updated
  • Manages ED’s appointments, time sheets, expenses, mail and filing
  • Research and prepare information, and presentations for the ED as necessary
  • Draft agenda for ED & Board Chair approval and organize and email meeting materials for board meetings a week in advance. Organize, plan, and coordinate the logistical support for these meetings.
  • Take minutes at board meetings, AGM, and provide administrative support as assigned by the ED.
  • Serve as the point of contact in the scheduling of board and committee meetings.
  • Schedule and set up virtual Board and Board Committee meetings as requested by Board members
  • Organize agenda for management team meetings; set up virtual meeting room for the management team meetings.
  • Prepare, organize and coordinate the logistical support for the management team meetings
  • Take minutes at management meetings and ad hoc meetings
  • Liaise with the ED and the management team, publish the internal agency Newsletter monthly;
  • Coordinate with the management team to provide a slate of members for Board approval in advance of the AGM
  • Collect input from the management team; design/publish the production of the agency Annual Report prior to the AGM each year
  • Support the Management team in assigned administrative tasks such as undertaking ROMCAN administration (printing, distribution and tracking)
  • Supports agency’s media relations work; Prepare media releases in Chinese & English as required
  • Update the news section on the agency website as needed: liaise with IT to upload media interview clips, update board and senior management information as required
  • With a staff committee if necessary, coordinates the planning and execution of Annual General Meeting
  • Undertake various administrative duties including sending notices to receptionists at all locations for building closure due to holidays


  • University degree with at least two years related administrative experience
  • Ability to exercise discretion, judgment, tact, and is attentive to details
  • Ability to work under pressure and within timelines
  • Ability to prioritize and multi-task
  • Reliable, flexible, and a team player
  • Strong organizational skills
  • Excellent communication and interpersonal skills
  • Strong written English and preferably also Chinese
  • Ability to interface effectively with all stakeholders
  • Experience in a professional association or similar not-for-profit organization in a board support role preferred.
  • Proficient in Microsoft Office Suite, graphic software and social media tools
  • Valid Ontario driver license and have access to a car is an asset
  • Vulnerable Sector Screening is mandatory

Reference: # 37-21 / Executive Assistant (12 months maternity leave contract)
Job Title: Executive Assistant to the Executive Director
Hours: 35 hours per week, this position may require working irregular hours including evenings, weekends and some holidays
Salary Range: Commensurate with experience
Location: Head Office, 2330 Midland Avenue, Toronto

How to apply:

Resumes and cover letters are to be sent by noon on October 22, 2021. to:

Hiring Committee
Centre for Immigrant and Community Services (CICS)
2330 Midland Avenue, Toronto, ONM1S 5G5

Email: hr@cicscanada.com

Application should quote # Job #37-21 / Executive Assistant to Executive Director.

CICS is an equal opportunity employer. We provide accommodations during the recruitment process for persons with disabilities if required. This will be in accordance with the Accessibility for Ontarians Disability Act and Ontario Human Rights Code.

Thank you to all those who respond to this posting. Only those selected for further screening will be contacted. No telephone call inquiries.