Administrator, Governance and Executive Office

📍 Toronto, ON | Hybrid | Executive Office & Governance | Mission-Driven Work Why you'll love this role: You'll help keep our leadership team moving. You'll be the organizational force behind Jack.org's Executive Office, ensuring the President & CEO and Executive Leadership Team can focus on advancing our mission while you coordinate priorities, manage schedules, and keep important initiatives on track. You'll play a central role in organizational governance. You'll work closely with Jack.org's Board of Directors and Board Committees, supporting governance processes that help ensure strong leadership, accountability, and strategic decision-making across the organization. You'll build relationships across the organization. From Board members and executive leaders to staff across every department, you'll serve as a trusted partner who keeps communication flowing, meetings running smoothly, and priorities moving forward. You'll bring order to complexity. No two days will look the same. Whether coordinating Board meetings, supporting executive projects, or managing competing priorities, you'll thrive in a fast-paced environment where organization, adaptability, and attention to detail make a meaningful difference. You'll help strengthen our impact. By supporting the leadership and governance structures that guide Jack.org, you'll play an important role in helping the organization deliver programs, partnerships, and advocacy that improve youth mental health across Canada. Why this role matters: Jack.org's ability to create meaningful impact depends on strong leadership, effective governance, and seamless organizational coordination. Reporting to the President & CEO, the Administrator, Governance & Executive Office provides executive administrative support to the President & CEO, the Vice President, Programs, Evaluation & Research, and Jack.org's Board of Directors and Board Committees. This role serves as a key liaison between the Executive Office, Board members, and internal teams, ensuring meetings, governance activities, communications, and executive priorities are coordinated efficiently and professionally. The successful candidate will help strengthen organizational effectiveness while maintaining the highest standards of confidentiality, professionalism, and service. Key Responsibilities Executive Office Support Manage the President & CEO's complex calendar, including scheduling meetings, prioritizing requests, and coordinating competing priorities. Coordinate travel arrangements, accommodations, itineraries, and related logistics. Support speaking engagements, presentations, and media opportunities by coordinating logistics and preparing materials. Prepare, format, proofread, and distribute correspondence, reports, presentations, and other executive documents. Assist with email and communication management as directed by the President & CEO. Provide calendar management support to the Vice President, Programs, Evaluation & Research. Coordinate Executive Office meetings, agendas, materials, and follow-up activities. Facilitate communication and information flow between the Executive Office and internal stakeholders. Provide administrative and project coordination support to members of the Executive Leadership Team, including scheduling, document preparation, meeting coordination, and tracking action items. Support cross-functional initiatives and special projects that advance organizational priorities. Governance & Board Support Coordinate all Board of Directors and Committee meetings, including scheduling, logistics, agenda preparation, distribution of materials, and minute-taking. Maintain governance records, including bylaws, policies, Board resolutions, and committee documentation. Prepare and distribute Board reports, briefing materials, and governance documentation. Support governance policy reviews and updates, incorporating governance best practices and regulatory requirements. Coordinate Board member onboarding, orientation, and ongoing governance education. Organize Board retreats, annual meetings, and other governance-related events. Track Board and Committee action items and ensure timely follow-up. Serve as the primary administrative contact for Board members regarding meeting logistics, governance documentation, and scheduling. Qualifications & Requirements Three to five (3–5) years of experience in an Executive Assistant, Executive Coordinator, Governance Coordinator, or similar administrative support role. Experience supporting senior executives and/or a Board of Directors. Experience within the nonprofit sector is considered an asset. Knowledge of nonprofit governance principles and Board operations is an asset. Exceptional organizational skills with the ability to manage multiple priorities in a dynamic environment. Strong time management skills and meticulous attention to detail. Excellent written, verbal, and interpersonal communication skills. Demonstrated ability to maintain confidentiality, exercise sound judgment, and manage sensitive information with discretion. Strong relationship-building skills with the ability to collaborate effectively across teams and with external stakeholders. Adaptable, proactive, and comfortable working in a fast-paced environment. Proficiency with Google Workspace (G Suite), Asana, Slack, and other office productivity tools. Post-secondary education in Business Administration, Nonprofit Management, Communications, or a related field is considered an asset. Commitment to Jack.org's mission and values, including fostering a culture of diversity, equity, inclusion, and belonging. How to Apply: If this opportunity resonates with you, we'd love to hear from you. Please apply with your cover letter and resume (PDF format preferred). This position is based in Toronto and follows a hybrid work model. This is a full-time, regular position. At Jack.org, we strongly believe that having a diverse team with various skills and abilities inspires creativity and drives innovation. We are committed to building a team representative of different backgrounds and perspectives, and we encourage applications from all candidates who represent the full diversity of communities across Canada. Don't meet every single requirement? We know that women, racialized people, LGBTQ2S+ individuals, and people with disabilities may hesitate to apply if they don't meet 100% of the qualifications. At Jack.org, we are committed to building a diverse, inclusive, authentic, and accountable workplace. If this role excites you, we encourage you to apply. Reasonable accommodations are available on request for candidates taking part in all aspects of the hiring process. Please contact [email protected] . Thanks for applying 💙