News & Events

Extend-A-Family Waterloo Region

Kitchener, Waterloo Region

Extend-A-Family Waterloo Region


Description of the role


Extend-A-Family Waterloo Region


Minimum Post-Secondary Office Administration Program
3-5 years previous experience
Excellent English verbal and written communication skills.
Strong organizational, planning and time management skills.
Ability to multi-task, prioritize and balance between process and task.
Good note-taking skills and ability to synthesize and interpret information.
Excellent and reliable attention to detail
Excellent computer skills including MS Office, G-suite, email, spreadsheets.
Research and project development skills
Demonstrate good public relation skills.
Demonstrate confidentiality.
Second language would be an asset.

As the administrative support to the Executive Director, Board of Directors and Committees, and the Leadership team, the Executive Assistant will provide high-level administrative support by conducting research, and handling information requests, as well as performing routine administrative functions such as preparing correspondence and board reports, receiving visitors, arranging conference calls, and scheduling meetings.

Hours and Pay:

35 hours per week. Hybrid work model, approximately 60% in-office. Schedule flexible within assigned duties in discussion with supervisor.
Starting rate Band 6: $ 23.51 – $24.94 per hour.
Evening and Weekend meetings scheduled in advance. Consistent with the availability of our volunteer Board of Directors and Committee Members.

Responsibilities & Functions:

Reporting to Executive Director, the Executive Assistant’s responsibilities are as follows:

Provide Support to the Executive Director and Leadership Team:

Research as requested.
Follow up on actions items from various meetings at request of the Executive Director
Support for Quality Assurance Measures and Accreditation processes
Responsible for compiling annual reports or other reports as required.
Make travel arrangements for Executive Director and others as assigned
Record keeping, minute taking and filing as required
Responsible for making and documenting purchases through corporate credit card or other accounts as assigned
Promoting growth of an organizational culture that reflects organizational values, equity, diversity and inclusion
Is aware of and adheres to the organization’s Health & Safety policies and procedures and promotes a safe work environment as per the Occupational Health & Safety Act.
Maintain strict confidence for information discussed at meetings
Perform other duties as assigned

Provide Support to the Board of Directors:

Prepare all documentation required for Board and Committee meetings
Fulfill role of Minute Recorder for Board and Committee meetings
Ongoing communication with Board and Committee members as required
Provide hospitality and IT support for Board and Committee meetings
Send and collect board survey statistics as required
Book guests as required
Maintain strict confidence for information discussed at meetings
Preparation for Annual General Meeting

Provide Support for the Organization:

Point of contact for Ministry of Children Community & Social Services (MCCSS) Database (TPON) Reporting
Provide MCCSS and other funders with requested information.
Administrative support to reception and Community Ambassador
Act as backup for office management and hospitality duties such as: file organization, lunchroom upkeep, supply orders, maintenance support etc.
Alternate contact for contractors or landlords accessing the building (during business hours)

Post Expires

Education Requirements
Minimum Post-Secondary Office Administration Program

Employment Type
Full Time

Base Salary
$ 23.51 - $24.94 per hour CAD

Job Benefits
Enrollment in Government Benefits, including Canada Pension Plan, Employment Insurance and Workplace Safety and Insurance Board Coverage. Enrollment in the EAFWR Base Benefit Insurance package is voluntary after three months of regular employment. Eligible for enrollment in the EAFWR RRSP plan as per the EAFWR Registered Retirement Savings Policy after three months of regular employment.