Position Type: Full-Time Internship (35 hours per week)
Department: Administration
Reports to: CEO
Location: Greater Sudbury, ON
Salary: $25.00/hour (competitive in accordance with NOHFC Workforce Development Program funding)
Job Summary
Spark Employment Services and Sudbury Women’s Centre (SWC) are seeking a highly organized, motivated, and professional Executive Assistant to provide high-level, confidential administrative and organizational support to the Chief Executive Officer across both organizations. Working closely with the CEO, senior management team, Board Chair, and Boards of Directors, the Executive Assistant plays a key role in ensuring the efficient operation of the executive office and supporting effective organizational governance.
This position is responsible for coordinating executive schedules, preparing reports, correspondence, and meeting materials, managing Board and committee administration, and handling sensitive information with professionalism and discretion. As a trusted member of the leadership support team, the Executive Assistant contributes to the strategic effectiveness of both organizations while helping advance their shared commitment to building stronger, more inclusive communities.
Key Responsibilities
Support to CEO & Management Team:
- Maintain up to date organization’s Policies and Procedures as directed by the CEO, including assisting in preparing policies and procedures as required
- Organize and maintain accurate up to date individual personnel files for employees
- Draft correspondence, reports and memos from handwritten notes and verbal instructions and/or format and print material prepared using various computer programs
- Record minutes of management team meetings, format and circulate to appropriate persons
- Proofread documents, check for grammatical accuracy, typographical errors, accurate content; ensuring appropriate material is attached; on own initiative make changes to grammatical errors or obvious omissions
- Conduct research, compile data, assimilate, and prepare confidential and sensitive documents for consideration and presentation by management
- Explore funding opportunities aligned with organization’s strategic plan and provide administrative support in the completion of funding applications
- Support the management team with job postings process including receiving applications and preparing for interviews
Support to Finance Department:
- Assist as needed with tracking and maintaining a spreadsheet to record an employee’s vacation, lieu time and sick time.
- Assist as needed with preparation and tracking of seniority list and distribute accordingly
Support to the Board of Directors:
- Provides executive support to the Chief Executive Officer to ensure the efficient administration and operation of the Board and its committees, including Board and Committee meeting agendas, work plans and minutes as well as managing telephone inquiries, maintaining filing systems, Board expense reports, administrative duties, preparing presentations and spreadsheets, and maintaining Board policies in conjunction with the
- Facilitate effective triaging of inquiries and sensitive issues on all matters pertaining to the Board and its committees, determines appropriate action and provides appropriate response in a timely manner, escalating and redirecting as
- Develop and draft well-designed and accurate briefing notes, reports, correspondence, memos and spreadsheets and corporate
- Utilize project management and event planning expertise in the coordination of, participation in, and leading committees or special initiatives and events, as
- In collaboration with the Chief Executive Officer, organize the Annual Meeting, Board retreats, annual orientation sessions and other Board
- Design and coordinate continuing education for Board members under the direction from the Board Chair and in collaboration with the Management
- Carries out any other appropriate duties and responsibilities as may be assigned by the Board, a Board Committee, in consultation with the Chief Executive Officer.
NOHFC Eligibility Requirements
This position is funded through the Northern Ontario Heritage Fund Corporation (NOHFC) Workforce Development Program. Applicants must meet all program eligibility requirements.
To be eligible, candidates must:
- Be a new entrant into the workforce, transitioning to a new career, or unemployed/underemployed and entering a new field.
- Not have previously participated in an NOHFC-funded internship under the 2020 Mandate.
- Be at least 18 years of age.
- Be legally eligible to work in Canada.
- Reside in the Northern Ontario community where they are employed upon hire
Core Competencies
- Exceptional organizational and time-management skills, with the ability to manage competing priorities
- Strong written and verbal communication skills, including preparation of reports, briefing notes, and Board materials
- High level of professional judgment, discretion, and integrity
- Ability to work independently and proactively in a fast-paced environment
- Strong attention to detail and follow-through
- Advanced proficiency in Microsoft Office or Google Workspace (Word, Excel, Outlook, PowerPoint, Teams, etc.)
Work Conditions
Work Environment
- Primarily office-based in a professional nonprofit setting.
- Regular interaction with staff, Board members, clients, community stakeholders, and funders.
- Occasional off-site meetings, community events, or partner engagements may be required.
- Hours of Work:
- Full-time, typically Monday to Friday during regular business hours.
- Flexibility required to attend evening or weekend meetings, events, or crisis response situations as necessary.
- Ability to respond to urgent matters outside of regular hours.
Travel:
- Local travel may be required for meetings, outreach, or partnership development.
- Occasional regional or provincial travel for sector conferences, funder meetings, or professional development.
Physical Requirements:
- Standard physical demands of an office environment, including prolonged periods of sitting, computer use, and attending meetings.
- Occasional lifting of materials (up to 20 lbs) for presentations, events, or on-site program needs.
Mental & Emotional Demands:
- High-level responsibility for decision-making, risk management, and organizational outcomes.
- Requires the ability to manage multiple priorities, meet deadlines, and maintain composure in high-pressure situations.
- Exposure to sensitive and complex community issues that may require trauma-informed approaches and emotional resilience.
Health & Safety:
- Expected to uphold and model a safe, respectful, and inclusive workplace culture.
- Responsible for ensuring organizational compliance with occupational health and safety regulations.
Please email full applications (cover letter & resumé) to:
Chantal Makela
CEO of Spark Employment Services and SWC
[email protected]
This opportunity is proudly supported by Northern Ontario Heritage Fund Corporation and is funded through the Workforce Development Program. Eligibility requirements of the program can be found here: https://nohfc.ca/en/pages/programs/people-talent-program/workforce-development-stream
We are committed to fostering an inclusive workplace where diversity is celebrated, and everyone feels valued and respected. We welcome applications from individuals of all backgrounds, including but not limited to race, ethnicity, gender identity or expression, sexual orientation, age, religion, and ability. We are dedicated to providing an accessible and barrier-free recruitment process and workplace. Persons with disabilities are encouraged to apply and will be provided with reasonable accommodations, as needed, to support their participation in the recruitment process and their performance on the job. We believe that diverse perspectives lead to innovative solutions, and we welcome the unique talents and contributions that each individual brings to our team. If you require any accommodations or assistance during the application process, please let us know, and we will be happy to meet your needs.
Pay: $25.00 per hour
Benefits:
Work Location: In person
