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We're Hiring!
Posted 06/06/2019 03:11PM

Position: Executive Assistant


The Conference of Independent Schools of Ontario (CIS Ontario) is an association of independent schools located in Ontario, Canada. CIS Ontario has 48 member schools with founding dates from 1829 through to 2002. While working to support our member schools in their missions to prepare students for the 21st century, we are committed to providing quality inter-school student programs and responsive professional learning and networking opportunities.

CIS Ontario is a provincial non-profit organization that functions as a virtual workplace with team members working collaboratively from the comfort of their own home offices or other established locations. All CIS Ontario employees are expected to comply with established guidelines for employee workplace environments.

Summary of Position:

Reporting to the Executive Director, the Executive Assistant is responsible for the administration of the association including administrative and bookkeeping tasks related to programs, events and initiatives to support the strategic objectives of CIS Ontario, promote its vision, mission and values, and uphold its brand and standards.

Specific Accountabilities Include:

  • Virtual reception duties, including answering and directing phone calls and managing mail and deliveries
  • Comfort with using online video conferencing as a regular mode of communication
  • Performing routine administrative functions such as data entry and tracking, correspondence preparation, scheduling, Content Management System (CMS) postings, mailings, shredding, mail, faxes, filing, maintaining electronic and hard copy files
  • Assist in the development and send regular email communication on behalf of the Executive Director through the CMS platform
  • Create and maintain online registration forms for events through the CMS platform
  • Support the maintenance of accurate association databases through the CMS platform
  • Familiarity and facility with cloud-based software, experience with accounting software is preferable
  • Work closely with remote bookkeeping team, including some light review and support of expense categorization
  • Make regular bank deposits
  • Assemble information for external auditors for the annual audit in conjunction with the remote bookkeeping team
  • Manage relationships with schools and assist remote bookkeepers with the collection of receivables
  • Provide senior-level administrative support to the Executive Director, including calendar and file management, travel arrangements and materials preparation, e.g. briefing notes, agendas, minute-taking, necessary documentation
  • Coordinate and organize the Board of Director meetings in collaboration with the Executive Director
  • Provide on-site support at association events and meetings as required
  • Meet regularly with the Executive Director and team to review and anticipate needs for the association
  • Perform other related responsibilities as required

Skills, Experience and Attributes Include:

  • Minimum 3 to 5 years experience in a not-for-profit or education setting, previous bookkeeping experience is an asset
  • Excellent interpersonal skills, professional manner and customer-service orientation
  • Be highly organized, able to juggle multiple priorities in a busy and varied work week
  • Self-motivated with the ability to take initiative and demonstrate self-discipline in a virtual workplace, including the ability to attend to detail and accuracy and at times, meet tight timelines
  • Excellent verbal and written communications skills
  • Strong technological skills, especially experience with a Content Management System (CMS) and managing databases
  • Proficiency in Google-based programs (G-Suite) as well as various software applications including Word, Excel, PowerPoint, Adobe Acrobat.
  • A growth mindset, curiosity and willingness to accept new perspectives and to engage in ongoing learning
  • Commitment to the vision, mission and values of the organization

Interested applicants should forward a cover letter and resume to

We thank all candidates in advance. We will, however, contact only those selected for an interview. Visit us at

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