Executive Assistant

Executive Assistant – Family Service Ontario (Fully Remote Within Ontario)

Organization: Family Service Ontario (FSO)
Position: Executive Assistant
Job Type: Permanent, Full-time
Location: Remote – Ontario, Canada
Annual Salary: CAD $70,000
Working Hours: 35 hours per week
Expected Start Date: January 4, 2027
Application Deadline: November 10, 2026

About the Opportunity

Family Service Ontario (FSO) is inviting applications for an Executive Assistant to provide high-level administrative, organizational, communications, and project coordination support to its Chief Executive Officer (CEO).

This permanent, full-time opportunity is suitable for an experienced administrative professional who can manage executive priorities, coordinate organizational activities, conduct research, prepare written materials, and support the delivery of events and projects.

The successful candidate will play an important role in ensuring that the CEO's priorities are translated into practical activities and completed efficiently. The position combines traditional executive assistance with responsibilities in communications, event management, research, governance support, and digital administration.

Working remotely from within Ontario, the Executive Assistant will also help strengthen relationships between Family Service Ontario, its member agencies, community partners, policymakers, and other stakeholders.

About Family Service Ontario

Family Service Ontario is a provincial organization dedicated to promoting the well-being of individuals, families, and communities.

Through advocacy, policy support, professional resources, and sector expertise, FSO works with family service agencies across Ontario to strengthen their capacity and improve the services available to communities.

The organization also facilitates connections between member agencies, funders, government representatives, and other partners to encourage collaboration and develop sustainable solutions for the family-service sector.

FSO promotes a workplace culture that emphasizes inclusion, accountability, creativity, collaboration, initiative, and thoughtful problem-solving.

Key Responsibilities

The Executive Assistant will provide support across four main areas of the organization's operations.

1. Executive and Governance Support

The successful applicant will work closely with the CEO to coordinate daily priorities and ensure that important organizational commitments are followed through.

Responsibilities include:

• Managing the CEO's calendar, appointments, scheduling priorities, and travel arrangements.

• Preparing correspondence and coordinating follow-up on outstanding matters.

• Organizing board meetings and regional member meetings.

• Preparing meeting agendas, documentation, information packages, and minutes.

• Maintaining action-item records and monitoring progress on decisions made during meetings.

• Coordinating meeting logistics and related communications.

• Preparing invoices for membership fees, conferences, training activities, and other organizational services.

• Monitoring payments, outstanding balances, and invoice-related follow-up.

• Handling confidential information with professionalism and discretion.

• Identifying upcoming requirements and helping the CEO stay ahead of important deadlines and commitments.

2. Project and Event Coordination

The role also involves coordinating organizational projects, professional development activities, and major events.

The Executive Assistant will:

• Develop project work plans and monitor timelines, responsibilities, and deliverables.

• Coordinate with staff, board committees, external contributors, and other stakeholders.

• Identify potential project delays, operational challenges, and matters requiring management attention.

• Assist with the planning and delivery of training sessions and special events.

• Support the organization of FSO's annual conference in Toronto.

• Work with Board committees to secure conference speakers, suitable venues, and sponsorships.

• Coordinate participant registration, event schedules, communications, and presentation materials.

• Arrange event logistics and accessibility requirements.

• Manage post-event communications and follow-up activities.

3. Research, Writing, and Communications

Family Service Ontario is looking for someone with strong research and communication abilities who can help transform information into useful organizational materials.

Duties will include:

• Conducting research on topics relevant to the organization's work and priorities.

• Reviewing information from different sources and preparing clear summaries and research findings.

• Assisting the CEO with briefings, proposals, reports, resources, and other written documents.

• Drafting professional correspondence and editing materials prepared by the CEO.

• Developing social media content, promotional posters, event announcements, and surveys.

• Preparing communications for member agencies, partners, and the wider public.

• Using Canva to design visually appealing, accessible, and consistent communication materials.

Applicants should be comfortable producing both written and visual content for different audiences.

4. Digital Tools and Administrative Improvement

The successful candidate will use technology to improve coordination, communication, and administrative efficiency.

This includes:

• Using Microsoft 365 and other digital platforms for scheduling, document preparation, collaboration, project coordination, and communication.

• Working with online survey platforms, event systems, and other relevant digital tools.

• Using approved artificial intelligence tools to support everyday tasks while checking the accuracy of generated information.

• Maintaining confidentiality when handling organizational information and using AI applications.

• Identifying opportunities to improve recurring administrative processes.

• Developing clear procedures and documentation to make routine activities more efficient.

• Exploring practical ways to reduce unnecessary administrative work.

FSO values candidates who are comfortable learning new technologies and adapting to changing organizational needs.

Required Qualifications and Skills

Candidates should demonstrate the following qualifications and capabilities:

Communication skills: Excellent written, verbal, editing, and interpersonal communication skills, including the ability to prepare professional documents and communicate effectively with different stakeholders.

Executive administrative experience: Previous experience providing senior-level administrative or executive support. This should include scheduling, correspondence, meeting preparation, minute-taking, and tracking follow-up actions.

Project and event management: Experience coordinating projects, special events, activities, or meetings while managing multiple responsibilities and deadlines.

Canva proficiency: Ability to use Canva to create professional social media graphics, posters, presentations, promotional materials, and other public-facing communications.

Research capabilities: Strong research skills, including the ability to identify credible sources, assess information, summarize findings, and communicate relevant conclusions.

Organizational abilities: Excellent time management, attention to detail, sound judgment, and the ability to balance competing priorities.

Technology skills: Confidence using Microsoft 365 and other digital platforms, together with practical familiarity with AI tools and an interest in developing further technical skills.

Problem-solving and initiative: A proactive working style, with the ability to identify challenges, recommend solutions, raise concerns when necessary, and ensure assigned tasks are completed.

Location and travel: Applicants must reside in Ontario and be able to travel occasionally within the province, including to Toronto for the annual conference and for periodic in-person meetings.

Education and Professional Experience

Applicants should have post-secondary education in a relevant discipline or an equivalent combination of education and practical experience.

Family Service Ontario recognizes that professional skills can be developed through different career paths. The organization therefore welcomes candidates with transferable experience and will consider their demonstrated ability to perform the responsibilities rather than relying exclusively on formal academic qualifications.

Additional Experience Considered an Asset

The following experience would be beneficial but is not listed as mandatory:

• Working in a nonprofit organization, membership association, family service agency, or social-service environment.

• Supporting a board of directors, governance committee, or professional membership network.

• Managing websites or online communication platforms.

• Using event-registration and social media scheduling systems.

• Working with online surveys and project-management applications.

• Conducting funding research or supporting the preparation of proposals.

Employment Conditions and Compensation

Family Service Ontario is offering a permanent, full-time employment arrangement with the following conditions:

The organization offers flexible scheduling arrangements to help balance operational requirements with individual working preferences.

Remote Work Support

The position is fully remote, but applicants must live in Ontario.

Family Service Ontario will provide:

• A computer.

• Required software.

• Coverage of phone and internet costs.

The employee is expected to provide a suitable private home-office location.

Although the role is remote, occasional in-person attendance will be required for meetings and organizational activities. Travel to Toronto for the annual conference is also part of the position.

Vacation, Leave, and Benefits

The compensation package includes several additional employment benefits:

• Two weeks of annual vacation, increasing to three weeks after two years of employment.

• A paid December