Job Title: Executive Assistant

Organization: Pancreatic Cancer Canada

Location: Hybrid – Toronto/Remote

Status: Permanent, Full-Time

Background 

Pancreatic Cancer Canada (PCC) is a vibrant, progressive organization taking on the world’s toughest cancer. We are committed to raising the survival rate through investments in research and increased awareness of the disease while ensuring patients and their families have access to the specialized care and support they need at every stage. In 2025, Pancreatic Cancer Canada will merge with Pancreatic Cancer North America (PCNA). Much more than a name change, PCNA is a fundamental and strategic expansion of our mission. Backed by a bold new 3-year strategic plan, PCNA will galvanize the pancreatic cancer community – grieving families, survivors, caregivers, and our partners in research and programs – who are desperate for more. Led by a visionary Chief Executive Officer, governed by an influential Board of Directors, and driven by a staff team with passion and expertise, we are taking on pancreatic cancer with the ultimate goal of saving more lives. We have made significant progress in other cancers; we can do it for this one.

Key Responsibilities

Communication: Act as the main point of contact between the CEO and internal/external stakeholders, managing correspondence and phone calls. Building strong relationships and communicating with a clear and professional manner is essential.

Calendar & Schedule Management: Maintain and organize the CEO’s calendar, schedule appointments, meetings, and travel arrangements using appropriate prioritization and using independent business judgement to resolve conflicts that arise.

Travel Coordination: Organize domestic and international travel arrangements, including flights, accommodations, and itineraries. Prepare detailed pre-travel briefs and lead post-travel debriefings.

Meeting Preparation/Management: Prepare agendas, take minutes, and ensure all necessary materials are organized for meetings with board members, partners, and staff. Ensure efficient and effective follow-up on action items and deliverables.

Document Management: Prepare and review documents, presentations, and reports for internal and external audiences at the direction of the CEO and leadership team that are professional, accurate and accountable.

Project Support: Assist with research, grant applications, donor briefings and other administrative tasks related to ongoing projects for both the CEO and leadership team.

Event Support: Support the planning and execution of organizational events (stewardship, governance, VIP, etc.) where CEO and leadership team are involved.

Confidentiality: Handle sensitive information and maintain confidentiality with the highest level of integrity and discretion.

Knowledge and Skills 

• Post-secondary diploma or degree
• 5+ years of experience providing administrative support to an executive, with exposure to the philanthropic or non-profit strongly preferred
• Extremely organized with precise attention to detail
• Professional and articulate oral and written communication skills
• Ability to plan ahead, anticipate challenges and work within deadlines
• Ability to multitask, prioritize and follow-through to effectively manage tasks and timelines
• Ability to proactively identify and action opportunities that improve the operations of the office
• Ability to work independently, exercise good judgment and anticipate CEO’s needs
• Strong interpersonal skills with the ability to interact with a wide range of individuals in a professional manner, and as a member of a team
• High level of flexibility and responsiveness
• Excellent computer skills, particularly with Microsoft Office, digital resources and CRM
• Demonstrated commitment to and understanding of the mission and values of Pancreatic Cancer Canada/Pancreatic Cancer North America

Benefits 

We provide our employees with a competitive and comprehensive benefits package. The package includes participation in a defined benefit pension plan (HOOPP – Healthcare of Ontario Pension Plan), coverage for drugs, dental, vision and travel insurance, as well as access to an Employee Assistance Plan. In addition, we offer a Health Spending Account that provides reimbursement for a range of health-related expenses, over and above the benefit plan coverage.

How to Apply

If you are interested in this opportunity, please prepare an application package that includes:

• Resume
• Cover letter including salary expectations
• List of references for contact by email

In your cover letter, we encourage you to share why you are best aligned with this role and what you will bring to the organization to elevate the work of the CEO and leadership team.

Applications will be reviewed as received so you are encouraged to apply early to:
Scott Nisbet
Senior Manager, Operations
snisbet@pancreaticcancercanada.ca

Recruitment for this role will close on Friday April 11, 2025

PCC/PCNA is committed to building and preserving an open, inclusive, and healthy work environment. We welcome all applicants to apply to join our team. We accommodate people with disabilities throughout the recruitment and selection process and applicants are encouraged to advise us if an accommodation is required. We thank you for your interest and we are reviewing applications on a rolling basis and will only contact candidates that are qualified to continue in the recruitment process.