Position Summary: The Executive Assistant provides high-level administrative,
fundraising, and coordination support to the Executive Director, helping keep daily
operations organized while creating capacity for leadership, partnerships, and strategic
work.
Role Snapshot
Reports To Executive Director
Employment Type Full-time
Hours 35 hours per week
Location Waterloo office
Position Summary
The Executive Assistant to the Executive Director provides high-level administrative, organizational, and
coordination support to the Executive Director of G2G Rail Trail Inc.
This role helps ensure the smooth daily functioning of the organization by supporting executive
operations, communications, scheduling, stakeholder follow-up, fundraising administration, and project
coordination.
This position is ideal for someone who is organized, proactive, discreet, and able to manage multiple
priorities in a fast-paced, mission-driven environment.
Key Responsibilities
Executive and Administrative Support
- Provide direct day-to-day administrative support to the Executive Director.
- Manage calendar scheduling, meeting coordination, travel planning, and reminders.
- Draft, format, proofread, and organize correspondence, reports, agendas, briefing notes, and
presentations.
- Track deadlines, action items, approvals, and follow-up tasks.
- Organize digital and physical files, records, and internal documents.
- Support expense tracking, reimbursement preparation, and general administrative paperwork.
Fundraising and Development Support
- Provide administrative and coordination support for fundraising activities and campaigns.
- Assist with donor correspondence, stewardship materials, pledge tracking, and follow-up.
G2G Rail Trail Inc. | Draft Job Description
- Help prepare grant applications, funding reports, sponsorship materials, and donor communications.
- Maintain accurate fundraising records, contact lists, and development files.
- Support planning and logistics for fundraising events, donor meetings, and community giving
initiatives.
- Help the Executive Director track fundraising goals, deadlines, and opportunities.
Communications and Correspondence
- Serve as an administrative liaison on behalf of the Executive Director with municipalities, partners,
funders, community groups, volunteers, and stakeholders.
- Draft and respond to routine emails and inquiries.
- Help prepare internal and external communications, including updates, announcements, and
stakeholder materials.
- Ensure timely follow-up on requests, conversations, and commitments.
Project and Operations Coordination
- Support the Executive Director in tracking projects, partnerships, meetings, and operational priorities.
- Maintain trackers, databases, contact lists, and planning documents.
- Assist with coordinating logistics for events, consultations, meetings, and outreach activities.
- Help monitor workflow across ongoing initiatives to ensure priorities stay on track.
- Support office organization and administrative systems that improve efficiency and accountability.
Qualifications
- Experience in an executive assistant, administrative coordinator, fundraising support, or similar role.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Ability to manage confidential and sensitive information with professionalism and discretion.
- Strong attention to detail and ability to manage multiple tasks at once.
- Proficiency in Microsoft Office and/or Google Workspace.
- Experience supporting fundraising, grants, donor relations, or nonprofit development work is a strong
asset.
- Ability to work independently and take initiative.
Preferred Attributes
- Highly organized, dependable, and proactive.
- Strong judgment and problem-solving skills.
- Professional and diplomatic with a wide range of stakeholders.
- Comfortable working in a dynamic nonprofit environment.
- Passion for community development, trails, active transportation, accessibility, or environmental
G2G Rail Trail Inc. | Draft Job Description
Working Conditions
- Full-time position at 35 hours per week.
- Based in the organization’s Waterloo office.
- Occasional evening or weekend work may be required.
- Occasional travel to meetings, events, or trail-related activities may be required.
Role Purpose
This role exists to strengthen the effectiveness of the Executive Director by providing dependable
administrative, fundraising, and coordination support across operations, communications, and project
execution. By managing logistics, follow-up, and fundraising administration, the Executive Assistant
creates capacity for the Executive Director to focus on leadership, partnerships, strategy, and
organizational advancement.
Pay: $25.00-$30.00 per hour
Work Location: Hybrid remote in Waterloo, ON N2J 3H8
