Join our team!

About Windmill Microlending:

Windmill Microlending enables immigrants and refugees to build careers in Canada while reducing poverty and labour shortages. We do this by offering affordable loans along with career assessment coaching, financial literacy training, and mentorship for newcomers who lack access to mainstream credit.

Since 2005, Windmill has provided over 12,000 loans to clients in healthcare, IT, financial services, law, engineering, and many other fields to triple their incomes as a result of our affordable loans and support. Windmill is a registered Canadian charity supported by donations and community bonds from the private sector and grants from the public sector.

At Windmill, you can make a meaningful impact on the lives of thousands of newcomers. Join a diverse, dynamic team at a leading Canadian not-for-profit where empowering our clients starts with creating an enjoyable workplace for our staff. Our commitment to a fulfilling environment is evident in our 85+% average employee engagement scores on our annual survey.

The role:

The Executive Assistant (EA) is a critical partner to the CEO and Board of Directors, ensuring seamless operations, governance excellence, and executive efficiency. This role provides high-level administrative and project management support, managing the CEO’s workflow, communications, and key relationships while serving as the primary liaison between the CEO and the Board. With a focus on governance best practices, meeting coordination, and stakeholder engagement, the EA enhances organizational effectiveness, enabling leadership to focus on mission-driven impact.

Key responsibilities:

Executive support to the CEO (30%)

• Research and draft briefing notes and correspondence to support the cultivation and management of key relationships.
• Manage the CEO’s calendar, coordinate meetings, and liaise with internal and external stakeholders.
• Oversee travel arrangements, ensuring seamless logistics and detailed itineraries.
• Maintain up-to-date records of meetings and stakeholder engagements in Salesforce.
• Assist in the prioritization and conservation of the CEO’s time by managing workflow, identifying urgent matters, and ensuring follow-through on key priorities.
• Provide expense reconciliation and administrative support as required.

Board & governance support (65%)

• Serve as the key liaison between the CEO, Board of Directors, and Board Committees.
• Facilitate corporate governance activities, including managing communications, preparing board materials, and managing federal/provincial filings.
• Organize board and committee meetings, ensuring timely distribution of agendas and documentation.
• Record and maintain board and committee meeting minutes, resolutions, and action items.
• Ensure accurate record-keeping of board-related documents, including member biographies, attendance logs, and governance policies.
• Proactively identify opportunities to improve board meeting efficiency and effectiveness through technology, process enhancements, or training.
• Manage board project management platform (Basecamp) and oversee travel logistics for board members.
• Support the onboarding and orientation of new board members and non-board volunteers, ensuring a seamless transition into their roles.

Office support (5%)

• Support the effective functioning of the Toronto office.
• Oversee office administration tasks such as mail management, filing, and supply inventory.
• Maintain organizational standards for office tidiness and operational efficiency.

Ideal candidate:

You are a highly organized, proactive, and tech-savvy professional with exceptional communication and problem-solving skills. You thrive in fast-paced environments, anticipating needs before they arise and ensuring operational excellence with discretion and professionalism. Adept at managing complex priorities, you bring a strong understanding of corporate governance, executive support, and relationship management. With a keen eye for detail and a strategic mindset, you are a trusted partner to the CEO and Board, committed to driving efficiency and organizational success.

Competencies and characteristics:

• Exceptional organizational skills with the ability to manage multiple priorities seamlessly.
• Strong interpersonal skills, capable of building relationships with staff, board members, and sometimes high-profile stakeholders.
• Advanced written and verbal communication skills with keen attention to detail.
• Proactive and resourceful mindset, with the ability to act independently and with confidence in high-pressure situations.
• Ability to anticipate problems, propose solutions, and exercise sound judgment.
• Adaptability and resilience in responding to shifting priorities and unforeseen challenges.
• Technologically savvy, with the ability to leverage digital tools for productivity, collaboration, and governance support.
• High emotional intelligence and discretion in handling sensitive information.
• A supportive team player who relishes the opportunity to anticipate and solve problems for the CEO and board before they arise.

Qualifications and knowledge:

• Bachelor’s degree or diploma in a relevant field, or equivalent experience.
• 5+ years of experience providing executive support at the C-suite level.
• Expertise in corporate governance and board relations.
• Strong project management skills, with experience overseeing multiple workstreams and deadlines.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and digital collaboration tools.
• Experience with CRM (e.g., Salesforce) and board management software is an asset.
• Experience in non-profit organizations is a strong asset.
• The ability to communicate in French is an asset.

Preferred attributes:

• The ability to prioritize tasks in a fast-paced environment.
• Confidence, tact, and perfect professionalism in communication with executives, board members, and external partners.
• Experience managing confidential information with the highest level of discretion.
• Strong problem-solving skills with a forward-thinking, results-driven approach.
• Supportive, kind, and flexible in the face of challenges.
• Commitment to the mission and values of the organization, with a passion for supporting impactful work.

Compensation and benefits:

• Starting salary range $75,000-$90,000 annually, based on skills and experience required for the role
• Full-time position, 40 hours/week
• Hybrid work solution with a minimum two (2) days in the office
• Position available in Toronto, ON
• Three weeks’ vacation, plus a company-wide winter break
• Benefits plan – medical, dental, short & long-term disability, and life insurance
• Annual Wellness Budget to support personal well-being
• Access to Group RSP with matching employer contributions
• Evolving DEI initiatives – our staff is representative of our client base
• Opportunities for advancement in a supportive and inclusive environment

How to apply:

We thank all candidates in advance. However, we will only contact those selected for an interview. To apply, please submit, in confidence, a résumé, design portfolio and a cover letter that sets out your interest in the role and highlights your relevant experience. Please include your salary expectations in your cover letter. The preferred method of application is via email to hr@teamwindmill.org (reference: Executive Assistant to the CEO and Board of Directors).

Windmill Microlending is an equal-opportunity employer. Adhering to Canada’s Human Rights Act, Windmill grants equal employment opportunity to all qualified persons without regard to race, creed, colour, gender identity or expression, disability, sexual orientation, family status, marital status, citizenship, ancestry, ethnic origin, age, or place of origin. We celebrate diversity and are committed to creating an inclusive environment for all employees.

As an active participant in the Federal Government’s 50-30 Challenge, we are committed to building a more diverse, inclusive, and vibrant economic future for Canadians by attaining gender parity and significant representation of underrepresented groups on our board and in senior management positions.

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