Join a Dynamic Organization in a Period of Transformation
The Human Resources Professionals Association (HRPA) supports over 25,000 HR professionals and students across Ontario, equipping them with the tools, skills, and knowledge to lead their organizations into the future. By fostering the development of human potential in the workplace, HRPA helps individuals and organizations thrive in a rapidly changing world of work. Guided by our values, we create inclusive spaces that reflect our commitment to Inclusion, Diversity, Equity, and Accessibility (IDEA) principles.
As we embark on an exciting new strategy and vision, we are seeking a highly skilled and motivated
Executive Assistant to the CEO to join our team. This is a unique opportunity to play a pivotal role in an organization undergoing transformation. The CEO is navigating a period of change, and we need an experienced professional who can help them manage the complexity and ensure smooth operations at the executive level.
About The Role
Reporting to the Chief of Staff, the
Executive Assistant (EA) is a strategic partner to the CEO, ensuring their time and priorities are managed efficiently. The EA plays a crucial role in optimizing workflow, managing relationships, and enhancing the effectiveness of the executive leadership team. This is a fast-paced, highly visible position that requires exceptional judgment, discretion, and organizational skills.
Key Responsibilities
- Calendar & Time Management (35%)
- Manage, maintain, and take full ownership of a complex calendar, coordinating personal and professional commitments
- Work with the Chief of Staff to track all meeting requests and ensure priorities are aligned
- Handle scheduling changes, re-prioritizations, and delegations with professionalism
- Maintain a key relationship tracker to ensure strategic connections are nurtured and prioritized
- Ensure the CEO’s time is optimized by anticipating needs and proactively adjusting the schedule
- Executive Administration & Communications (35%)
- Serve as the CEO’s trusted liaison, ensuring seamless communication between internal teams, the Board, and external stakeholders
- Prepare meeting materials, agendas, reports, and documents to support the CEO’s engagements
- Oversee and reconcile CEO’s expenses, ensuring compliance with policies
- Manage and monitor the CEO’s inbox, flagging critical issues and drafting responses as needed
- Maintain digital file management and ensure accessibility of key documents
- Executive Leadership Team (ELT) & Board Support (20%)
- Schedule key ELT meetings: including bi-weekly, quarterly reviews, and leadership sessions
- Assist the Chief of Staff in preparing meeting materials and capturing action items
- Direct ELT and staff inquiries to the Chief of Staff to ensure efficient workflow
- Travel & Event Coordination (10%)
- Arrange travel, accommodations, and logistics for the CEO, ELT, and Board members
- Support planning and execution of events, networking opportunities, and executive off-sites
Who You Are
- A seasoned Executive Assistant with 8+ years of experience supporting C-suite executives, particularly CEOs
- Experienced in high-change environments; association or entrepreneurial experience is a plus
- Highly organized, detail-oriented, and proactive in anticipating needs and solving problems
- A strong communicator with exceptional written and verbal skills
- Adept at managing relationships with senior leaders, board members, and external partners
- Tech-savvy with advanced proficiency in Microsoft Office (Word, Outlook, PowerPoint, Excel) and other executive support tools
- Skilled at handling sensitive and confidential information with discretion and professionalism
- Able to balance assertiveness with warmth, serving as an ambassador for the CEO and HRPA
What’s in it for you? At HRPA, we believe in fostering an inclusive, dynamic, and collaborative work environment where innovation thrives. You’ll have the opportunity to make a meaningful impact, contribute to the HR profession, and grow your career in a supportive and engaging workplace.
Ready to take the leap? Ready to bring your talent and passion to HRPA? Join us and let’s inspire, engage, and deliver the “wow” factor.
We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.
We are an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the company will provide accommodation throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform the HR Department of the nature of any accommodation(s) to ensure your equal participation.
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