Executive Assistant (18-month contract)

Role: Reporting to the Executive Director, the Executive Assistant supports day-to-day administrative activities of Bladder Cancer Canada’s (BCC) operations, including in support of the Executive Director, Board of Directors, Finance, and Human Resources. 

KEY AREAS OF RESPONSIBILITY 

Administration & Communications 

• Provide administrative support to the Executive Director and Board of Directors, including coordinating meetings and travel, creating reports, preparing meeting materials and minutes, and communicating with internal and external stakeholders.
  
• Lead and coordinate a variety of special projects as assigned, and deliver administrative, organizational, and clerical support to department staff and volunteers.
  
• Copywrite and copyedit materials such as letters, applications, and other communications.
• Maintain accurate files and records, including confidential and sensitive information, using CRM and file-sharing databases.
• Maintain up-to-date knowledge of BCC policies, programs, campaigns, and projects.
• Support compliance reporting and risk management initiatives including insurance renewals and CRA reporting.
• Ensure the timely flow of information to and from the Executive Director and provide back-up support as needed.
• Manage vendors, renewals for IT platforms, and live reception services including regularly updating employee information and monitoring all recordings.
  
• Other duties as assigned.  

Finance, Partnerships & Fundraising Support  

• Assist with preparation of the annual budget, including monitoring the Administration and overall budgets.
  
• Support the annual audit and annual charity tax returns, and provide support to the Bookkeeper, including monthly reconciliations and payables.
  
• Prepare BCC invoices and monitor receivables.
  
• Support, draft, and submit grant and sponsorship applications.
  
• Build and foster relationships with stakeholders.
  
• Support BCC initiatives, campaigns and events (ex: webinars, Canada Walks for Bladder Cancer, etc.) including attending and assisting as needed.
  
• With the National Development Manager, support the annual Walk Reconciliation process.
  
• Issue charitable donation receipts and provide back-up for the National Development Manager as needed.

Human Resources

• Develop, implement, and oversee HR initiatives and processes. 
  
• Maintain confidentiality of personal and sensitive information, including managing access to SharePoint files.
  
• Execute all stages of the recruitment process for new employees including posting openings, coordinating and conducting interviews, conducting reference checks, drafting offer letters, and onboarding, including sourcing training sessions.
  
• Maintain accurate and up-to-date employee records in the HRIS and database.
  
• Perform benefits administration including managing employee information, enrolments, and terminations in the employee benefits portal. 

Qualifications and Requirements  

• Bachelor's degree or college diploma in Finance, Administration, Human Resources or related field.  
  
• 2+ years of administrative experience.
  
• Human resources education or experience.
  
• Experience with QuickBooks Online and CRM databases is an asset.
  
• Strong communicator with excellent verbal and written communications, interpersonal skills, and a strong digital proficiency.
  
• Ability to maintain confidentiality of sensitive donor, employee, and organizational information.
  
• Bilingualism (English/French) is an asset.  
• Experience in the non-profit sector and/or working remotely is an asset. 

Note: A police background check must be completed as condition of employment.  

Location: This is a work-from-home role. The suitable candidate will ideally be in the Eastern Time Zone.  Work is expected to be completed during normal business hours; however, occasional evenings and weekends may be required for BCC events. BCC policies prohibit working outside of the employee’s province of residence unless for approved work-related purposes. 

Compensation: An 18-month, full-time contract position of 37.5 hours/week beginning August 5, 2025 and ending February 12, 2027. Salary of $54,000 per annum, with benefits package including health, dental and EAP available after probationary period, and 3 weeks of vacation per calendar year, pro-rated to start date.   

The deadline for application is June 22, 2025 or until the position is filled. To apply, applicants must provide a cover letter and resume in pdf format. Applications without a cover letter will not be considered. 

We value diversity and inclusion and welcome applicants from all backgrounds.  We thank all applicants for their interest, but only those selected for further consideration will be contacted.