Executive Assistant

Taking care of our environment has never been more important than it is today. The Nature Conservancy of Canada (NCC) is looking for an Executive Assistant to join a team committed to protecting our most important natural areas and the plants and animals they sustain.

NCC is the nation’s leading not-for-profit, private land conservation organization, working to protect our most important natural areas and the species they sustain. Since 1962, we have brought people together to conserve and restore more than 15 million hectares across Canada. NCC takes a collaborative, evidence-based approach to achieve conservation success for the sake of nature and Canadians. With a national office in Toronto and seven regional offices across the country, NCC delivers results you can walk on.

NCC recognizes that we work on lands that have long been cared for by Indigenous Peoples under their own laws and knowledge systems. We are committed to transforming how we do our work, advancing Reconciliation through conservation, and working with Indigenous Peoples in meaningful, respectful, and supportive ways.

Position Summary

The Executive Assistant provides administrative and operational support to the Regional Vice-president, the middle managers team, and the Regional Advisory Board.

The Executive Assistant will manage calendars, appointments, travel arrangements, financial reconciliations, and reimbursements and assist with general administration as needed. The Executive Assistant will respond to emails and other correspondence on behalf of the Regional Vice-president when appropriate; he or she will also plan and manage two offsite all staff gatherings annually. The Executive Assistant will support the Regional Advisory Board by acting as a liaison between board members and the regional office, organizing board and committee meetings, recording and distributing meeting minutes, assisting with board recruitment, and keeping all board member information up to date and accurate.

The position will support the key members of the management team with their administrative duties and increase their ability to focus on delivering fundraising and conservation deliverables.

Key Responsibilities

1. Manage calendars, appointments, travel arrangements, financial reconciliations, and reimbursements for immediate supervisor.
2. Organize and plan meetings/events/travel with minimal instruction.
3. Write, revise, and format standard outgoing communications.
4. Coordinate meetings, help prepare materials, and send documentation for presentation to the Regional Advisory Board and other senior management meetings.
5. Keep records of all Board activities and draft minutes of all Regional Advisory Board meetings.

Position Requirements

1. Proficiency in Microsoft Office products and ability to learn new software.
2. Excellent written and verbal communication skills.
3. Ability to distill complex discussions and synthesize information in a way that provides a clear and accurate reflection of what was discussed.
4. Interpersonal skills; ability to maintain good working relationships with NCC staff at regional and national levels, as well as with external clients.
5. Proactivity; able to anticipate and plan for future needs.
6. Organizational skills including keeping files, records, and documents organized and accessible.
7. Ability to work independently and as part of a team.
8. Problem-solving skills; resourcefulness in finding solutions and ability to handle unexpected challenges calmly and efficiently.
9. Time management to handle multiple responsibilities efficiently.
10. Bilingualism (French and English) is an asset.

Application Deadline

March 23, 2025 | 11:59pm EST

At NCC, we're committed to providing a healthy, safe, barrier-free, and inclusive workplace, where respect and diversity are recognized assets. We strive for bold conservation achievements in which equity, diversity, and inclusion (EDI) are the norm. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. NCC implements an employment equity program and encourages members of designated groups to self-identify.

Accommodations are available on request for candidates taking part in all aspects of the selection process. For a confidential inquiry, contact us by email at hr@natureconservancy.ca to make any required arrangements. If you have questions regarding accessible employment at NCC, please email us at hr@natureconservancy.ca.