Executive Operations Assistant

Executive Operations Assistant (0.6 FTE)

ARBI is a community-based nonprofit organization dedicated to improving the lives of individuals with severe brain injury, including stroke. The organization blends evidence-informed rehabilitation with compassion to create hope and meaningful progress for survivors. Interdisciplinary professionals, volunteers, and caregivers collaborate to deliver personalized programs that support rehabilitation and community reintegration. ARBI focuses on helping survivors regain abilities, increase independence, and reconnect with their communities in a supportive and inclusive environment.

Your Opportunity

Reporting to the Director of Operations, People & Culture, the Executive Operations Assistant provides administrative and coordination support to the Executive Director and Leadership Team to ensure smooth organizational operations and strong internal processes. This role supports internal governance and documentation processes, including preparing materials and maintaining records related to leadership and organizational oversight. The position also supports People & Culture documentation, internal coordination, executive administration, and organizational communication, helping to ensure accuracy, organization, confidentiality, and efficiency across the Association for the Rehabilitation of the Brain Injured (ARBI).

This position provides the opportunity to:

• Support executive leadership in advancing ARBI’s mission and organizational priorities.
• Contribute to effective governance through Board, committee, leadership, and governance-related meeting administration.
• Support recruitment, onboarding, employee documentation, and People & Culture initiatives that contribute to a positive employee experience.
• Maintain accurate, accessible, and well-organized organizational documentation and resources.
• Assist with ACDS accreditation, quality improvement initiatives, and other corporate priorities.
• Contribute to efficient day-to-day operations through executive, organizational, and administrative coordination.
• Work within a collaborative, mission-driven organization committed to improving the lives of adults living with acquired brain injury.

What you bring:

The ideal candidate is a highly organized, approachable, and service-oriented professional who enjoys supporting others, coordinating administrative processes, and creating systems that help an organization operate effectively.

You are someone who thrives in a collaborative environment, manages competing priorities with confidence, and takes pride in producing accurate and high-quality work. You demonstrate professionalism, discretion, and strong interpersonal skills when supporting leaders, employees, candidates, Board members, and external stakeholders.

You are comfortable working independently while collaborating with others, anticipate administrative needs, and approach your work with sound judgment, accountability, and a commitment to ARBI’s mission and values.

Key responsibility areas:

People & Culture Support – 30%

Responsible for supporting recruitment, onboarding, employee documentation, and administrative processes that contribute to effective People & Culture operations and a positive employee experience.

• Support recruitment activities, including posting vacancies, receiving and pre-screening applications, scheduling interviews, and coordinating communication with candidates and hiring managers.
• Serve as a primary administrative contact for candidates, providing a professional, responsive, and welcoming candidate experience.
• Prepare employment offers, agreements, onboarding documentation, and employment-related correspondence under the direction of the Director, Operations, People & Culture.
• Coordinate pre-employment requirements, including reference checks, Police Information Checks, credential verification, and required employment documentation.
• Coordinate employee onboarding and offboarding activities while maintaining accurate, confidential personnel records and HR documentation.
• Support staff engagement, training, recognition activities, compliance tracking, and other People & Culture initiatives.

Governance Administration – 30%

Responsible for supporting effective governance through the coordination of Board, committee, leadership, and governance-related administration and documentation.

• Coordinate logistics for Board, Board Committee, Leadership Team, and other governance-related meetings as directed by the Executive Director.
• Prepare, distribute, and maintain agendas, meeting packages, reports, resolutions, and supporting governance documentation.
• Record, format, distribute, and archive meeting minutes, ensuring accurate documentation of decisions and action items.
• Maintain Board files, governance records, corporate documents, policies, and meeting archives in accordance with organizational and legislative requirements.
• Coordinate Board onboarding, governance communications, annual governance processes, and related administrative follow-up.
• Support timely and accurate documentation and follow-up related to governance decisions and activities.

Executive & Leadership Coordination – 25%

Responsible for providing day-to-day administrative support to the Executive Director and Leadership Team and assisting with organizational priorities and initiatives.

• Provide day-to-day administrative support to the Executive Director and Leadership Team, including calendar management, meeting coordination, and correspondence.
• Assist with preparing reports, presentations, briefing materials, and other leadership documentation.
• Track leadership action items and provide administrative follow-up to support organizational priorities.
• Provide billing and other administrative support as directed.
• Assist with planning, documentation, evidence collection, and administrative coordination for ACDS accreditation, quality improvement initiatives, and other corporate priorities.
• Coordinate special projects and organizational initiatives and perform other related duties as assigned.

Organizational Documentation & Coordination – 15%

Responsible for maintaining organizational resources and providing administrative coordination that supports consistency, accessibility, and operational efficiency across ARBI.

• Maintain organizational templates, policies, shared files, and administrative resources to support consistency and operational efficiency.
• Organize and maintain organizational documentation to ensure information is accurate, accessible, and current.
• Support document management and administrative processes across the organization.
• Provide backup support to front office staff as required.
• Assist with general organizational coordination and administrative activities as needed.

Qualifications:

• Diploma or certificate in office administration, business administration, human resources, or a related field, or an equivalent combination of education and experience.
• Minimum of 2 years of experience in an administrative, executive support, or human resources support role.
• Experience coordinating recruitment, onboarding, or HR administrative processes is an asset.
• Experience supporting senior leaders, boards of directors, or nonprofit organizations is an asset.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills, including the ability to prepare professional documents and meeting minutes.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams, and the ability to learn new systems quickly.
• Strong attention to detail, sound judgment, and the ability to work independently while collaborating effectively with others.
• Successful completion of a Police Information Check and Vulnerable Sector Check as a condition of employment.

Application Deadline: This position will remain open until a suitable candidate is found. Applications will be reviewed on a rolling basis.

Please forward cover letter and resume to:

Kim Anthony

Interim Executive Director

E-mail: [email protected]

We thank all applicants for their interest, however, only those selected for an interview will be contacted.