Primary Role

We are seeking a highly organized, proactive and detail-oriented Special Assistant to support our Executive Director, senior leadership team and Board of Directors. The role supports the broader organization and ensures the efficient and effective delivery of a number of administrative services. This role provides the coordination and follow-through needed to support quality delivery, reduce risk and enable effective collaboration and reporting across programs and between the organization, its funders and external partners. Success in this role requires someone who will anticipate the executive’s needs, manage complex schedules and meet deadlines while working with a high level of accuracy. Supervised by the Executive Director, the location of this position is flexible, and can be full-time remote or a combination of remote and at the CATIE office in Toronto. The candidate will ideally be based in Toronto or Ottawa.

Key Responsibilities

Job Responsibility #1: Provides administrative support to the Executive Director, the Board of Directors, and the Management Team (50%)  

1. Coordinates the information workflow in and out of the Executive Director’s office

    by developing effective systems for the Board of Directors, Executive Director and Management

    team to ensure the smooth operations of the organization. 

2. Prepares agendas and supporting documents for Board, Staff and Management team meetings, records and finalizes minutes.  

3. Arranges travel, accommodations and prepares expense claims for the Executive Director and the

    Board of Directors.

4. Assist with Board orientation materials and governance education.

5. Provides general project and administrative support across the organization, as required.

Job Responsibility #2: Stakeholder Support (30%)   

1. Prepare and distribute briefing materials, presentations, and reports for stakeholder engagements.

2. Take and distribute minutes, ensuring that action items are documented and tracked.

3. Draft and send routine correspondence and follow-up communications to stakeholders.

4. Schedule and coordinate meetings, events, or consultations with stakeholders and funders.

Job Responsibility #3: Maintains the organization’s membership list and reporting (20%)  

1. Manages the membership mailing list, responds to member inquiries and ensures accurate and timely communications to members on pertinent

    CATIE news and governance issues. 

2. Prepares documents and communications for the Executive Director, including governance updates for staff, the board of directors, and the

    management team.

3. Tracks and records information for reporting purposes and follow up. This includes advocacy and lobbying activities to ensure compliance with

    applicable regulations.

4. Prepares and submits the Annual Return and other documents to fulfill regulatory requirements.  

5. Submission of proposals, annual program plans and reports to organizational funders. 

Knowledge and Skills

1.   Attention to detail and accuracy in managing records and communications

2.   Strong organizational, and time management abilities 

3.   Professional communication and interpersonal skills for engaging stakeholders

4.   Knowledge of government structures, legislative experience an asset

5.   Ability to follow instructions and structured workflows

6.   Proficiency with office software and collaboration platforms

7.   Discretion and professionalism when handling sensitive information

8.   Experience in a similar position, preferably government relations or parliamentary staffing  

9.   Knowledge of CATIE’s mandate, program direction and service philosophy  

10. Exhibits strong values, a can-do attitude, work ethic, and initiative  

11. Project management is an asset

12. Fluency in both written and spoken French and English is an asset.  

Benefits of Working with CATIE 

CATIE offers:

• Flexible work and the ability to work from home
• A diverse, inclusive, and supportive team
• Generous leave entitlement
• Benefits that include extended health, dental, and life insurance

Our team includes people from diverse cultural, ethnic and linguistic backgrounds. Although we are proud to offer all of our activities in French and English, internal communications are mostly in English.

CATIE is committed to employment equity and encourages applications from Black, Indigenous and racialized people, people of all gender identities and sexual orientations, and people with disabilities. CATIE also recognizes the need for experience, knowledge and guidance from communities disproportionately affected by HIV and hepatitis C, including people living with HIV or with current or lived experience of hepatitis C or substance use.

HIV and hepatitis C disproportionately affect many racialized communities, yet these communities are underrepresented in paid staff positions of many HIV and hepatitis C organizations, including CATIE. We are working to change this by prioritizing anti-racism in our work and our operations, and striving to create a diverse, equitable and inclusive environment for racialized people to work and thrive.

* Recognizing that salary negotiations in the hiring process often increase gender and racial disparities, the posted salary is determined and fixed prior to candidate selection and is part of CATIE’s commitment to pay equity.

Applicants requiring accommodation are asked to make their needs known in advance.

CATIE does not use artificial intelligence during any part of its recruitment process.

This position fills an existing role.