Executive Assistant

The Role
On behalf of our client, we are seeking a proactive, highly organized Executive Assistant & Operations Coordinator to support their leadership team, strengthen day-to-day operations, and keep programs running smoothly. You will be the organizational glue between executive support, partner stewardship, community events, and project coordination—bringing structure to complexity and energy to the mission.

Advantages
High-Impact Mission: Direct engagement in meaningful, tangible environmental restoration and community-building initiatives.

Executive Exposure: Close daily collaboration with senior leadership, offering high visibility into non-profit strategy, operations, and partner management.

Diverse Skill Development: A dynamic blend of project management, event production, donor communications, and digital marketing—no two days are the same.

Collaborative Culture: Join a humble, supportive team that values initiative, continuous learning, and celebrating shared wins.

Hands-On Community Connection: Opportunities to leave the desk behind to participate in community planting events, partner celebrations, and outdoor initiatives.

Responsibilities
Support & Strengthen Executive Operations

Manage calendars, logistics, and scheduling for the Executive Director and Executive Assistant.

Coordinate travel, accommodations, and meeting preparations, including agendas, presentations, and document prep.

Attend key meetings, document action items, and ensure seamless follow-through across teams.

Track project deadlines, maintain internal reports, organize digital files, and prioritize high-urgency tasks during peak seasons.

Offer flexible administrative support, cross-departmental coordination, and assistance on special projects as needed.

Communications & Partner Stewardship

Act as a responsive, warm point of contact between our client's executives, partners, and stakeholders.

Update CRM (HubSpot), track deals, build email sequences, and manage partner follow-ups.

Draft correspondence, thank-you notes, post-meeting summaries, and regular progress reports.

Support digital outreach, including newsletter distribution, social media coordination, and routine website updates.

Event Coordination & Community Engagement

Plan, coordinate, and execute community-rooted events, including the Annual Partner Celebration, Corporate Planting Days, Round Dance, and Seedling Giveaways.

Liaise with vendors, venues, and partners to secure logistics and ensure smooth onsite execution.

Track event budgets, gather metrics, and manage promotional assets, signage, and swag using Canva.

Program & Project Coordination

Coordinate Seed Kit program orders, track inventory, and manage client fulfillment in partnership with external vendors.

Assist the Communications Specialist with basic graphic design, print coordination, and media asset prep.

Assist the Grant Writer and Communications Specialist on social media posts, blog posts, newsletters, and grant proposals as requested.

Qualifications
Experience: 2+ years supporting senior leaders or teams in administration, communications, or client service.

Tech Skills: Proficiency in Google Workspace and Microsoft Office; experience with (or eagerness to learn) HubSpot and Canva.

Education: Post-secondary education in Business Administration, Communications, Project Management, or a related field (or equivalent practical experience).

Skills: Outstanding written and verbal communication skills; exceptional organizational and time-management abilities.

Mindset: A genuine passion for the environment and alignment with our client's core mission.

Nice to Have:

Experience in Public Relations, event management, or crisis communications.

Familiarity with WordPress, photography, or light video editing.

Experience working alongside First Nations communities with an understanding of Indigenous cultural traditions, worldviews, and protocols.

Summary
If you believe you are a fit for this role, please apply directly to this job ad

Please Note: Only qualified applicants that are being considered for this position will be contacted.
Please Note: Only qualified applicants that are being considered for this position will be contacted. At Randstad, we are your partner for talent, helping you build a career that offers fulfillment and balance. If this role sounds like your next great challenge, we invite you to apply today or connect with our specialized recruiters!

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.