Help Strengthen Community Impact Through Executive Leadership Support
Organization Name: Syme-Woolner Neighbourhood & Family Centre
Location: 3 – 2468 Eglinton Avenue West, York, M6N 5E2 (In-person)
Commitment: Minimum 3 days per week, 5 hours per day (15+ hours/week)
Reports to: Executive Director
Syme Woolner Neighbourhood & Family Centre is a community-based nonprofit organization dedicated to improving the lives of children, youth, adults, seniors, and vulnerable individuals through programs that promote food security, community engagement, education, health, and social inclusion.
We are seeking a highly organized and motivated Volunteer Executive Assistant to provide high-level administrative and executive support to the Executive Director while contributing to the day-to-day operations and strategic initiatives of the organization.
This is an excellent opportunity for individuals seeking meaningful nonprofit leadership experience while developing executive administration, project coordination, governance, and organizational management skills.
Position Summary
The Volunteer Executive Assistant plays an integral role in supporting the Executive Office by coordinating administrative activities, managing executive communications, assisting with Board and committee meetings, supporting program reporting, maintaining organizational records, and helping ensure the smooth operation of the Executive Director’s office.
The successful volunteer will work closely with senior leadership, staff, Board members, community partners, funders, and external stakeholders.
Key Responsibilities
Executive Support
- Manage the Executive Director’s calendar, appointments, and meeting schedules.
- Coordinate meetings with staff, Board members, funders, community partners, and government stakeholders.
- Prepare meeting agendas, briefing materials, presentations, and reports.
- Draft professional correspondence, letters, meeting summaries, and organizational documents.
- Monitor and prioritize executive email communications.
- Maintain confidential files and organizational records.
Board & Governance Support
- Assist with Board of Directors and committee meetings.
- Prepare Board packages and supporting documentation.
- Record and distribute meeting minutes.
- Maintain governance records, policies, and committee files.
- Assist with tracking Board action items and organizational priorities.
Administrative & Office Coordination
- Organize electronic and paper filing systems.
- Prepare reports, spreadsheets, presentations, and databases.
- Coordinate incoming and outgoing correspondence.
- Support document management and records retention.
- Assist with office administration and operational tasks.
Program & Project Support
- Assist with coordinating organizational projects and strategic initiatives.
- Support grant applications and reporting requirements.
- Compile statistics, program data, and evaluation reports.
- Assist with preparing funding reports and organizational updates.
- Support event planning, workshops, community meetings, and outreach activities.
Communications & Stakeholder Engagement
- Draft emails and communications for partners, donors, and community organizations.
- Assist with preparing newsletters, promotional materials, and presentations.
- Help coordinate stakeholder meetings and community engagement activities.
- Represent the organization professionally when interacting with external partners.
Research & Organizational Development
- Conduct research on funding opportunities, grants, partnerships, and community resources.
- Assist with policy development and organizational procedures.
- Support strategic planning and special projects.
- Prepare briefing notes and background research for senior leadership.
Qualifications
We welcome applications from individuals with backgrounds in:
- Business Administration, Office Administration, Executive Administration, or related roles
- Public Administration, Nonprofit Management or Project Management
- Human Resources, and Community Development
- Internationally Educated Professionals with relevant experience
Preferred qualifications include:
- Excellent written and verbal communication skills.
- Strong organizational and time-management skills.
- High attention to detail and accuracy.
- Ability to manage multiple priorities simultaneously.
- Professionalism and discretion when handling confidential information.
- Strong interpersonal skills and ability to work independently and collaboratively.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint), SharePoint and Microsoft Teams.
- Experience with Google Workspace and document management systems is an asset.
What You Will Gain
- As a Volunteer Executive Assistant, you will gain practical experience in: executive administration, board governance, nonprofit leadership, strategic planning, project coordination, grant and funding administration, community engagement, policy and procedure development, and organizational operations.
- You will also have opportunities to network with nonprofit leaders, Board members, community organizations, government partners, and funders while contributing to meaningful community impact.
- You will be provided with breakfast and lunch as well as TTC tickets for daily commute.
Join our team of passionate volunteers and make a meaningful difference in your community while gaining valuable executive leadership experience. We are seeking organized, dependable, proactive, and adaptable individuals who thrive in a fast-paced environment and are passionate about nonprofit work. As a Volunteer Executive Assistant, you will support governance, administration, projects, and strategic initiatives while developing practical leadership and executive administration skills.
Is this role of interest to you?
Send a copy of your Resume and Cover Letter to symeadmin@symewoolner.org
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