Executive Assistant

About the Syrian Canadian Foundation (SCF): was established in 2016 to support the resettlement of Syrian refugees in Canada. Since then, it has grown into a national charitable organization dedicated to empowering refugees and newcomers from diverse backgrounds.

SCF’s mission is to help refugees and newcomers thrive in Canada through innovative, community-driven programs built on three key pillars: language training, skills development, and well-being. By working collaboratively with community members, public and private partners, and other organizations, SCF strives to ensure that everyone — regardless of their background — has the opportunity to grow, contribute, and lead in Canada.

Job Summary

The Executive Assistant will provide high-level administrative and organizational support to the Executive Director (ED) of the Syrian Canadian Foundation (SCF). This role is key to ensuring smooth daily operations and enabling the ED to focus on strategic priorities. The Executive Assistant will manage calendars, prepare documents, coordinate communications, and support the ED in maintaining effective relationships with staff, board members, and external partners. The role requires exceptional organizational skills, attention to detail, and the ability to handle confidential matters with discretion.

Key Responsibilities

Executive Support

• Prepare and organize meeting agendas, briefing materials, presentations, and minutes.
• Track follow-ups and deadlines to ensure timely completion of tasks and deliverables.
• Serve as the primary point of contact between the ED and internal/external stakeholders.
• Support the ED with research and briefing notes for meetings, presentations, and conferences.
• Assist with the preparation of reports, proposals, and other key documents.
• Support coordination of board meetings, and stakeholders, including scheduling, agenda preparation, and record-keeping.

Administrative and Operational Support

• Manage office operations, including supplies, inventory, and technology needs.
• Maintain accurate and organized filing systems (digital and physical).
• Assist with the preparation and submission of grant reports and funder documentation as needed.
• Coordinate with staff to ensure smooth communication and alignment of priorities.
• Manage SCF’s inventory list and ensure storage is well-organized to support staff needs throughout the year.
• Oversee the use and accuracy of SCF’s CRM system (Keela), ensuring it is updated regularly and used effectively.

Stakeholder and Event Coordination

• Coordinate logistics for SCF events, workshops, and board or community meetings.
• Draft invitations, track RSVPs, and manage communications with attendees.
• Liaise with government officials, funders, and community partners to ensure timely communication and follow-up.

Financial and HR Support

• Assist with tracking expenses, processing invoices, and preparing financial documentation.
• Work closely with the ED and finance team to ensure timely reporting and budget tracking.
• Support HR functions such as staff onboarding, maintaining personnel files, and tracking vacation and leave requests.

Qualifications

• Minimum 2–3 years of experience in an executive assistant, coordinator, or similar administrative role (nonprofit or public sector experience preferred).
• Extremely detail-oriented, with excellent organizational and time management skills.
• Proficient in Microsoft Office Suite, Google Workspace, and CRM platforms (Keela experience is an asset).
• Tech-savvy, with the ability to recommend and implement new tools to improve operations.
• Excellent written and verbal communication skills, with experience drafting professional correspondence and reports.
• Ability to manage multiple priorities in a fast-paced environment with shifting deadlines.
• Strong interpersonal skills, with the ability to build positive relationships with staff, board members, and external partners.
• Demonstrated discretion in handling confidential information.
• Experience in event coordination, HR support, or financial tracking is an asset.
• Based in the Greater Toronto Area (GTA), access to a vehicle is an asset, as occasional travel for meetings and events is required.
• Hybrid role with flexibility to work remotely and attend in-person meetings as needed.
• Primary office located at 4230 Sherwoodtowne Blvd, Mississauga, ON.
• Some evenings or weekends may be required for events or board meetings.

Why Join SCF?

At SCF, you’ll join a passionate, mission-driven team dedicated to empowering refugees and newcomers across Canada. This role offers the chance to:

• Work closely with the Executive Director and gain insight into nonprofit leadership.
• Contribute directly to programs and initiatives that create meaningful community impact.
• Benefit from hybrid and flexible work arrangements.
• Access professional development and training opportunities.
• Paid time off, including vacation and personal wellness days
• Receive comprehensive health benefits and mileage/transportation reimbursement for approved travel.

How to Apply:

To apply, please submit your resume and a cover letter through our website by August 20, 2025

SCF is an equal opportunity employer committed to diversity, equity, and inclusion. We encourage applications from individuals of all backgrounds, including those who identify as part of underrepresented communities. If you require accommodations at any stage of the recruitment process, please let us know, we’re here to support you.

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