Bilingual Executive Assistant

Title: Bilingual Executive Assistant

Salary : $68,000-$78,000

Location : Hybrid role based in the GTA

AI use: UWW/EXP does not use AI to screen, assess or select applicants for this position.

Our impact is growing. Our team is too.

Up with women/exponenti'elles (uww/exp) is a bold, values-driven organization with an ambitious vision for the future. Named one of fast company’s 100 best workplaces for innovators 2026, we are building toward the next stage of our impact with purpose, creativity and a transformative strategy for where we’re going and what it will take to get there.

WHO WE ARE

Up With Women / Exponenti’elles “ UWW/EXP” is a national charity dedicated to helping women and gender diverse individuals experiencing low income build a sustainable pathway out of poverty and realize their full potential. Currently serving in 5 provinces (British Columbia, Alberta, Ontario, Quebec and Nova Scotia) and growing, UWW/EXP is committed to serving our clients in the official language of their choice, anywhere within our service areas.

WHAT WE CAN OFFER

We are a team of passionate, innovative professionals, many with lived experience of the intersecting issues of poverty. We are flexible, pro-parent, pro-mental health, and pro-human. Together, we take pride in cultivating a thriving and enjoyable workplace that values diversity, equity, and inclusion. Click here to hear directly from our employees about what it`s like to work with us.

Benefits : Health Plan (Paramedical and Dental), Health Spending Account, group insurance (Life, Dependent Life, AD&D), Peace of Mind plan (i.e. prescription drugs, accidental dental, hospital care, etc.), birthday off, internal psycho-social resources, access to one on one coaching as available, and a positive and innovative office culture grounded in our core values of humanity, integrity, humour and results.

WHO YOU ARE

Reporting to the Director, Operations & Finance, you provide high-level executive support, coordinate organization-wide administrative functions, manage corporate travel, support governance and Board activities, assist with HR administration, and contribute to the implementation of strategic projects and organizational initiatives.

You are a highly organized, proactive, and resourceful professional who thrives in a fast-paced environment, exercises sound judgment, manages competing priorities effectively, and maintains a high level of professionalism and confidentiality. You serve as a key operational partner to the Leadership Team and play a central role in ensuring the smooth and efficient functioning of UWW/EXP.

WHAT YOU WILL DO

Executive & Leadership Team Support

Provide administrative support to the Leadership Team.

Manage calendars, scheduling, and meeting coordination.

Coordinate internal and external meetings, including logistics, agendas, materials, and follow-up actions.

Support annual planning sessions and offsites.

Administration & Operations

Serve as a central administrative resource for the organization.

Maintain and improve administrative systems, processes, and workflows.

Maintain organizational records, templates, policies, forms, and documentation.

Manage incoming organizational inquiries and direct requests appropriately.

Support procurement and purchasing activities.

Coordinate operations of UWW/EXP’s offices

Manage office supplies and equipment.

Assist with the planning and execution of staff gatherings, meetings, and organizational events.

Ensure office spaces remain organized, functional, and professional.

Travel Management

Manage and coordinate travel arrangements across the organization.

Book flights, accommodations, transportation, and conference registrations for staff, and leadership as required.

Prepare and distribute travel itineraries.

Serve as a point of contact for travel-related issues and changes.

Maintain travel records and supporting documentation.

Human Resources Administration

Support recruitment activities

Assist with onboarding and offboarding processes

Prepare employment-related documentation and templates.

Maintain employee records and HR files in accordance with privacy requirements.

Support policy updates, employee communications, and learning initiatives

Provide administrative support to the HR Manager and broader HR function as needed

Project Coordination & Strategic Initiatives

Support organizational projects and strategic initiatives alongside UWW/EXP Project Lead.

Coordinate project meetings, documentation, timelines, and deliverables.

Track project milestones and action items.

Prepare project status updates, reports, and presentations.

Support cross-functional collaboration to ensure successful project execution.

Conduct research and information gathering to support decision-making and organizational planning.

Board & Governance Support

Coordinate Board of Directors meeting logistics.

Prepare Board and Committee packages as needed.

Maintain governance files, records, and documentation.

Other duties assigned as required.

WHAT YOU OFFER

Education

Post-secondary education in Business Administration, Office Administration, Human Resources, Project Management, or a related field, or an equivalent combination of education and experience.

Experience

Proven experience supporting leadership teams.

Experience coordinating projects and managing multiple priorities simultaneously.

Experience coordinating complex schedules, meetings, and travel arrangements.

Experience in a nonprofit, charitable, or mission-driven organization is considered an asset.

Experience supporting Board or governance functions is a strong asset.

Skills & Competencies

Exceptional organizational and time-management skills.

Strong project coordination and administrative abilities.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office Suite and project management tools.

Strong attention to detail and commitment to accuracy.

Ability to handle sensitive and confidential information with discretion.

Strong problem-solving and decision-making capabilities.

Ability to work independently while collaborating effectively with diverse stakeholders.

Fluency in both English and French is required.

Working Conditions

Hybrid work environment based in the Greater Toronto Area.

Regular attendance at the Toronto office as required to support organizational operations.

Occasional evening and weekend work to support Board meetings, events, and organizational priorities.