Executive Assistant to the President - BIPOC Jobs

Executive Assistant to the President

Insayva Inc.

Job Expired

Job Overview

  • Salary/Rate $22-$25 per hour
  • Experience Level Other

About Insayva Inc.


Insayva is a full-service diversity, equity and inclusion (DEI) and workplace mental health consultancy firm that offers training, advisory, strategic planning and executive coaching services to public sector and non-profit organizations that are committed to amplifying their social impact. We are a small and mighty team of equity and social justice changemakers who are committed to creating a safe, healthy and just world for all. To learn more about the company and the services we offer, please visit https://insayva.com/.


The Position

We are seeking a dynamic and passionate individual to fill the role of Executive Assistant to the President and Founder. This position offers hands-on exposure to organizations across healthcare, non-profit and social justice sectors and to leading DEI and workplace mental health evidence and best practices.


Reporting to the President and Founder of a Toronto-based diversity, equity and inclusion consulting firm, the Executive Assistant will:

  • Be exposed to a broad range of consulting areas including, strategic planning, organizational assessment, advancement of minoritized professionals, executive coaching and workplace mental health
  • Have a high level of interaction with clients and business leads from a range of sectors, including healthcare, higher education, non-profits and government


Key Responsibilities


  1. Client Relations and Management
  • Respond to all email and phone inquiries from potential leads
  • Create detailed proposals and manage the follow-up process with prospective clients
  • Create agreements and other documents to manage client engagements
  • Develop training and presentation materials for clients based on direction from the President
  • Build and maintain relationships with clients to develop future work opportunities
  • Work closely with clients to manage all training session logistics including pre-session and post-session
  • Troubleshoot last minute issues such as rescheduling and cancellations
  • Provide high level client support by ensuring that client needs and deadlines are met in a timely and efficient manner and that urgent client requests or issues are resolved within the company’s standard levels (12-24 hours maximum turnaround time for responding to queries)


  1. Administrative Support to the President

Manage and own all administrative tasks:

  • Coordinate all calls, meetings and engagements
  • Maintain the accuracy of the President’s calendar at all times
  • Send meeting reminders to the President in a timely manner
  • Prepare for all meetings as needed by obtaining necessary documents, coordinating meeting schedules and compiling and circulating agendas to participants
  • Schedule training session dates and manage meeting logistics
  • Notetaking during client meetings and focus groups
  • Employ technology such as Jamboard and Mural during client sessions


  1. Office Management

The Executive Assistant will be responsible for day-to-day administrative

management of the business, including but not limited to:

  • Maintenance of client engagement, financial and project trackers (via Excel)
  • Entry of client data related to proposals, letter agreements and all engagement details on a continuing basis
  • Issuing invoices to clients and tracking revenue and expenses via Excel trackers
  • Submission of purchase orders for client assessment tools
  • Creation and maintenance of new and existing client records stored on OneDrive


Desired Skills and Experience

The successful candidate will demonstrate:

  • Knowledge of, and have a passion for, the principles of diversity, equity and inclusion within public or not-for-profit organizations
  • Exceptional attention to detail and possess sound writing and editing skills
  • The ability to multitask, problem solve and prioritize tasks with competing deadlines
  • A positive attitude with an element of creativity and self-motivation
  • Exceptional organizational and time management skills
  • Strong interpersonal and customer service skills with the ability to maintain confidentiality
  • Excellent proficiency with Office Suite (PowerPoint, Excel and Word) and WordPress. Prior experience with InDesign and/or Illustrator and/or Photoshop will be an asset
  • Possess a post graduate diploma in a relevant area (e.g. business management, office administration, human resources etc.). A University Degree will be an asset
  • Have at least 2 years relevant experience in an Executive Assistant or Administrative Assistant role


Compensation and Work Arrangements

  • This position will pay an hourly rate of $22-$25 per hour in addition to an incentive bonus
  • The position will be remote and will have flexible hours
  • The incumbent will be required to work 20-35 hours per week during regular work hours (subject to discussion)
  • Access to reliable internet (WiFi), smartphone and computer is required


To Apply


Please send a copy of your cover letter and resume describing how you meet the qualifications and experience required for the role of Executive Assistant. If available, please also send academic transcripts, with your application package. All documents must be sent to [email protected]


As part of the recruitment, short-listed candidates may be required to undergo occupational testing. Additional details will be provided, as necessary.


Diversity Statement

Insayva is committed to embedding the principles of diversity, equity and inclusion in all aspects of the work we do. We value and actively seek out unique, diverse and authentic ideas and contributions from those we work with. We encourage applicants from equity deserving groups including people who identify as women and non-binary, racialized persons, Indigenous persons, LGBTQ2S+ persons and persons with disabilities to apply.


Accessibility Statement

In an effort to ensure that we execute an equitable and accessible recruitment experience, Insayva Inc. is committed to and complies with, the terms of the Accessibility for Ontarians with Disabilities Act (AODA).


Should you require any accommodation(s) in order to participate in the recruitment process at any stage, please send an email to [email protected], once you have submitted your application. All accommodation requests and other relevant information, will be treated as private and confidential.


More Information

Job Location

  • This job has expired!
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