President's Office Administrative Specialist

• Manage the CEO’s calendar in alignment with strategic priorities, governance commitments and executive cadence.
• Prepare daily briefing folders and ensure the CEO is equipped with relevant background documents for meetings and engagements.
• Coordinate executive travel logistics, itineraries and expense documentation.
• Support preparation for Executive Leadership Team, Board and Executive meetings.
• Exercise judgment in prioritizing matters requiring CEO attention versus delegation.
• Act as a professional first point of contact for government partners, donors, global colleagues, board members and sector leaders.
• Maintain a high degree of confidentiality, diplomacy, discretion and responsiveness.

• Maintain and manage workflows for executive action items, President’s Office initiatives and cross-functional enterprise-wide commitments.
• Establish and update digital tracking boards and shared dashboards.
• Ensure consistent documentation standards, file naming conventions and version control.
• Reduce reliance on informal or manual tracking systems.
• Support transparency of timelines, deadlines and follow-ups through structured tools.
• Identify opportunities to improve digital processes within the Office.

• Track deliverables arising from ELT, governance and other leadership meetings.
• Monitor progress on commitments and escalate delays as appropriate.
• Support alignment between Board calendar milestones and executive scheduling.
• Assist in coordinating quarterly planning sessions and executive reviews.
• Ensure clarity of next steps and documented accountability after meetings.

• Partner closely with the Director, Office of the President and President's Office team to ensure seamless operations.
• Maintain centralized documentation repository for the President’s Office.
• Support coverage planning to ensure continuity during absences.
• Contribute to process improvements and operational resets.
• Provide administrative support across the President’s Office team as needed.

• University degree or College diploma in administration, business or related field.
• 5–7+ years of senior executive administrative experience supporting C-suite leaders.
• Demonstrated experience using Jira or similar workflow/project management systems.
• Proven track record of responsiveness, strong follow-through and solution-oriented problem solving.
• Experience in non-profit, NGO or complex stakeholder environments is an asset.

• Administrative Excellence – Demonstrates strong attention to detail, accuracy and reliability. Delivers high-quality work with consistency and disciplined follow-through.
• Digital Fluency – Strong working knowledge of Jira and digital workflow systems. Effectively manages dashboards, tracking tools and shared documentation to enhance visibility and reduce manual processes.
• Systems Orientation – Approaches work through structured processes and standardized workflows. Establishes repeatable practices that strengthen continuity and operational clarity.
• Responsiveness – Acts with urgency and ensures clear next steps, defined ownership and timely completion of commitments.
• Project Management – Applies structured planning, tracking and risk management practices to initiatives and executive workflows. Monitors milestones, manages dependencies and ensures deliverables are completed on time.
• Discretion & Judgment – Handles confidential matters with professionalism and sound judgment.
• Organizational Awareness – Understands executive cadence, governance timelines and strategic priorities, aligning work accordingly.

• Our competitive compensation & benefits include:

• Health Spending Account
• Up to 6% matched pension contributions
• Parental leave top-up
• Generous paid vacation, sick days, wellness and personal days
• Office closed extra days before long weekends (6x/year)

• World Vision Canada has consistently been awarded Canada and GTA top employer awards.
• We are Canada’s largest development, relief, and advocacy non-profit organization.
• We embody an Agile mindset here.

World Vision International