Executive Assistant

Reports to: Executive Director

Hourly Equivalent: $32.97 $35.71 per hour (35 hrs/week)

Contract Length: 12 Months, subject to funding

Start Date: As soon as possible

Evenings and Weekends as required

KEY RESPONSIBILITIES

Administrative & Office Support

•         Draft and proofread communications.

•         Support internal and external communications, newsletters, and updates.

•         Assist in managing calendars for team members, scheduling appointments, and coordinating meetings

•         Handle incoming and outgoing correspondence, including emails, phone calls, and mail

•         Maintain filing systems (physical and electronic), ensuring documents are organized and accessible

•         Prepare and format documents, reports, presentations, and internal forms

•         Provide and track intake forms for clients and program participants

•         Maintain contact lists and databases, ensuring accuracy and up-to-date information

•         Maintain office equipment and supplies, ensuring availability and functionality

•         Maintain inventory and order office supplies as needed

•         Assist in organizing and maintaining a clean and organized office environment

Communication & Stakeholder Support

•         Draft and proofread emails, letters, and other written communications

•         Respond to inquiries and provide information to stakeholders as appropriate

•         Support internal and external communications, including newsletters and updates

•         Welcome and assist visitors, clients, and community stakeholders

Data Management & Reporting

•         Enter data into databases or designated systems with accuracy and attention to detail

•         Maintain and update records while ensuring confidentiality and data integrity

•         Generate reports and support basic data analysis when requested

Project & Program Support

•         Collaborate with team members to coordinate project tasks and deadlines

•         Support project documentation, including meeting minutes and progress reports

•         Monitor project timelines, tasks, documentation and provide updates on progress

•         Support with immediate administrative project needs as arise

Organize project and funding specifics

•         Assist in research, information gathering, and compiling data for projects

•         Support the coordination of events, meetings, conferences, and special projects

•         Support in compiling T2 materials for workshops and training.

Organizational Support

•         Provide general administrative support to the team as needed

•         Coordinate with grant and report writing

•         Collaborate with the bookkeeper and accountant to ensure financial accuracy, tracking and organizing receipts

•         Support other team members and perform ad hoc administrative tasks when required

•         Support planning and execution of events and conferences.

•         Supports recruitment and hiring processes across programs.

•         Develop and execute onboarding processes for new staff, volunteers, or student placements.

•         Develop and administer contracts, ensuring all partners, volunteers, students, staff, and contractors complete and sign required agreements.

QUALIFICATIONS

Think 2wice recognizes that valuable skills and knowledge come from many forms of education and experience. We value lived experience, community leadership, and non-traditional career paths.

Minimum qualifications may include:

•         Experience in administrative support, office coordination, program support, or a similar role

•         Strong organizational and time management skills

•         Ability to manage multiple tasks and priorities in a fast-paced environment

•         Strong written and verbal communication skills

•         Proficiency with common office software (Microsoft Office, Google Workspace, and databases)

•         Strong attention to detail and ability to maintain accurate records

•         Ability to work collaboratively within a team environment

Professional Skills

•         Strong organizational and administrative skills

•         Effective written and verbal communication

•         Ability to manage confidential information with discretion

•         Strong attention to detail and accuracy

•         Ability to work independently and collaboratively

•         Problem-solving and adaptability in dynamic work environments

Professional Accountability

•         Demonstrate professionalism, reliability, and accountability in all duties

•         Maintain confidentiality of sensitive information and client records

•         Support a respectful, inclusive, and trauma-informed workplace culture

•         Uphold the mission, vision, and values of Think 2wice

Assets

•         Experience working in community-based organizations or non-profits

•         Experience with bookkeeping

•         Experience in grant and report writing

•         Experience in working with government ministries

•         Experience supporting programs related to justice, youth engagement, or community safety

•         Experience with event coordination or project administration

•         Experience working with diverse and justice-involved communities

•         Familiarity with trauma-informed and culturally responsive practices

How to Apply

Please send your resume and cover letter to: and by July 7, 2026, to apply, describing your suitability for this position.

We thank all applicants in advance for their interest. As part of the application process, you may be asked a short set of questions to provide further information about your experience and availability. Please note, only applicants selected for an interview will be contacted.

Subject Line:

•         Executive Admin

Think 2wice is an equal opportunity employer. Accommodation is available throughout the hiring process.