Executive Assistant, Non-Profit Board & Education Support

Position Overview

The Herbert H. Carnegie Future ACES Foundation is seeking a part-time, permanent, remote Executive Assistant, Board & Education.

This versatile role is an excellent opportunity to combine your skills in non-profit, board and /or education administration and passion for working with people with your desire to be part of a growing and impactful non-profit dedicated to character-building in youth.

The role will support a working board of 13 board members who are an active and engaged governing body that not only provides oversight and strategic recommendations for the Foundation but also plays a hands-on role in its operations.

For more information about the Herbert H. Carnegie Future ACES Foundation, please visit www.futureaces.org.

This is a role which will begin in Winter of 2025 with a training period of over the Fall. Ideal as a remote part-time supplementary source of income.

Board & Committees Support Responsibilities

• Coordinate all logistics for Board and Committee Meetings, including scheduling and calendarized meeting invitations, prepare and distribute agendas, meeting minutes, circulate briefing materials (as needed), facilitate meeting discussions, share and follow-up with action items until completed.
• Maintain the digital filing system on SharePoint to ensure accurate records for Board and education-related documents.
• Liaise with Board members to ensure timely communication and support.
• Track Board member terms, appointments and compliance with governance policies.
• Support all recruitment and onboarding of new board members, employees, interns and volunteers with all required documentation and system access.
• Support strategic initiatives and special projects as assigned, including assisting with the event planning, coordination and execution of fundraisers, site visits and the Annual General Meeting (AGM).
• Support the Foundation’s Committees with administrative support including: Supports Advancement Committee with administrative tasks including grant proposals/applications, donor list database management, donor communications, Scholarship Program, etc.
• Supports Finance with administrative tasks including following up with banks, vendors, invoice management & reconciliation, annual audit documentation provision, making deposits, etc.
• Supports Governance & HR Committee with recruitment efforts and maintenance of governance policies.
• Respond to client and partner inquiries.

Education Support

• Support Education Committee with school recruitment efforts to enhance the active outreach with schools, educators, and community partners to promote program participation.
• Assist with compiling and maintaining a database to track school engagement, program impact and participant feedback to inform committee decisions and track progress against committee goals.
• Support Education team with the planning and execution of educational workshops, webinars, training sessions and events.
• Assist with the coordination of registration, materials, venues, and participant communications.
• Assist in preparing presentations, briefing notes, and reports for committee meetings and board updates.

Skills/Qualifications

• Understanding of and experience in recruitment within the education space. Network in education ecosystem preferred and considered a strong asset
• Knowledge & experience working within a non-profit environment
• Knowledge & experience supporting a board of directors considered an asset
• Strong organizational and time management
• Sharp attention to detail
• Excellent communication abilities
• Microsoft 365 (Word, Excel, PowerPoint, SharePoint)
• Some accounting knowledge is an asset
• Ability to work with people with different skill sets/experience
• Ability to work congenially and effectively as part of a team environment

Time Commitment

• 15-20 hours per week. As all the Foundations activities are in the GTA, the candidate must be located in the GTA to support these activities
• All work can be done remotely, with opportunities to interact with staff, clients and the public at various Foundation events and activities if available

Screening & Onboarding Process

• 2-3 screenings followed by Board Members meet and greet
• Vulnerable Sector Check (VSC) required at applicant's own expense prior to their anticipated start date
• Completion of administrative onboarding process

Additional Information

The Herbert H. Carnegie Future ACES Foundation is committed to employment equity initiatives. We welcome expressions of interest from persons from diverse backgrounds and equity-deserving demographic groups.

Accommodation will be provided in accordance with the Ontario Human Rights Code. Should you require accommodation at any stage of the recruitment process, please let us know.

We thank all applicants for their interest but only those selected for further consideration will be contacted.

Job Types: Part-time, Casual, Freelance

Pay: $30.00-$35.00 per hour

Flexible Language Requirement

• French not required

Schedule

• Monday to Friday

Education

• Bachelor's Degree (preferred)

Experience

• Administrative: 5 years (required)
• Experience in Education sector: 3 years (preferred)

Work Location

• Remote

Job Type: Part-time

Pay: $30.00-$35.00 per hour

Expected hours: 15 – 20 per week

Benefits

• Flexible schedule
• Work from home

Work Location: Remote