Executive Assistant in Utopia, Ontario at The Nature Conservancy of Canada

Position details: Full Time, Contract

Position title: Executive Assistant

Taking care of our environment has never been more important than it is today. The Nature Conservancy of Canada (NCC) is looking for a Executive Assistant to join a team committed to protecting our most important natural areas and the plants and animals they sustain.

NCC is the nation’s leading not-for-profit, private land conservation organization, working to protect our most important natural areas and the species they sustain. Since 1962, we have brought people together to conserve and restore more than 20 million hectares across Canada. NCC takes a collaborative, evidence-based approach to achieve conservation success for the sake of nature and Canadians. With office locations in all ten provinces across Canada, NCC delivers results you can walk on

NCC recognizes that we work on lands that have long been cared for by Indigenous Peoples under their own laws and knowledge systems. We are committed to transforming how we do our work, advancing Reconciliation through conservation, and working with Indigenous Peoples in meaningful, respectful, and supportive ways.

Position Summary

The Executive Assistant is mainly operational/administrative and provides administrative support to the Vice President, Conservation policy & Planning and the Vice President, Strategic Conservation, the middle managers team and NCC’s Conservation Committee of the National Board.

The Executive Assistant will manage calendars, appointments, travel arrangements, financial reconciliations and reimbursements and assist with general administration as needed. The Executive Assistant will respond to emails and other correspondence on behalf of the Vice Presidents when appropriate. The Executive Assistant will support the Conservation Committee of the National Board by acting as a liaison between board members and NCC staff by organizing Committee meetings, recording and distributing meeting minutes, assisting with Committee recruitment, and keeping all Committee member information up to date and accurate.

Key Responsibilities

• Provide support to the VP Conservation Policy and Planning and VP Strategic conservation including full management of both VP calendars, scheduling meetings and activities, tracking tasks, writing correspondence, answering enquiries, making travel arrangements, recording expenses, and assisting with general team administration and management.
• Monitor both VP inboxes and respond to emails and other correspondence on behalf of the VP’s when appropriate.
• Tracking and reporting on all VP government lobbying activities.
• Assist with hiring, onboarding, document organization and other team HR-related administration for CP&P.
• Coordinate and support CP&P’s Business Planning process, including reporting on Business Plan progress and improving tools for annual Business Plan development.
• Coordinate CP&P’s management team, including scheduling of management team meetings, preparing agendas, taking minutes, and tracking actions.
• Provide guidance and direction to staff in respect to the content and preparation of reports being submitted to the VP Conservation Policy and Planning and VP Strategic Conservation.
• Manage research and preparation of appropriate briefing materials for each function/meeting the VP Conservation Policy and Planning and VP Strategic Conservation is required to attend, including speeches, background materials, reports, agendas etc.
• Troubleshoot on behalf of VP Conservation Policy and Planning and VP Strategic Conservation.
• Act as Secretary to the Conservation Committee of the Board and be responsible for the record keeping of all Committee activities, maintaining the critical path and tracking actions, coordinating staff presentations to the Committee, taking minutes at all Conservation Committee meetings, and preparing the Chair’s report to the Board.
• Liaise effectively with senior management, board directors, government officials, industry partners and donors.
• Other duties as assigned, including providing back up for other Executive Assistants as required.

Position Requirements

• Degree in administration, executive support or related field; undergraduate degree in biology or related field is an asset.
• Fluent in written and spoken English is essential;
• Previous experience as an executive/administrative assistant is required
• Experience in executive calendar management.
• Experience coordinating travel for executives.
• Advanced technical ability of Microsoft Office products (Outlook, Word, Power Point, and Excel)
• Strong interpersonal skills and effective communication skills are essential in this position. The incumbent must be able to cope with volume, frequent changes in priorities, and many interruptions throughout the day. The incumbent is expected to show initiative where appropriate as well as anticipating needs.
• Strong organization skills, problem solving skills, ability to make decisions, sound judgement, event planning, managerial skills, logistical thinking, finance/budgeting knowledge.
• Adaptability and flexibility to embrace a wide range of tasks as needed to support a large, geographically disbursed team.
• Ability to maintain confidential and sensitive information.
• Attention to detail.
• Incumbent will need to be skilled in working in a team environment and be able to influence peers and senior staff to achieve the desired end result.
• Flexibility and willingness to occasionally work extended hours and/or travel to accommodate unexpected issues, workload, meetings or events.
• Experience using relationship management and financial databases, such as Raiser’s Edge and Financial Edge, would be an asset.
• Commitment to the Nature Conservancy of Canada core values and mission.

Application Deadline

October 26, 2026 | 11:59pm EST, 9:59pm Mountain Time, 8:59pm Pacific Time, 10:50pm CST, 00:59 am +1 AST

At NCC, we're committed to providing a healthy, safe, barrier free and inclusive, workplace, where respect and diversity are recognized assets. We strive for bold conservation achievements in which equity, diversity and inclusion (EDI) are the norm. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. NCC implements an employment equity program and encourages members of designated groups to self-identify.

Accommodations are available on request for candidates taking part in all aspects of the selection process. For a confidential inquiry, contact us by email at hr@natureconservancy.ca to make any required arrangements. If you have questions regarding accessible employment at NCC, please email us at hr@natureconservancy.ca.