Executive Assistant

EXECUTIVE ASSISTANTJOB DESCRIPTION

OVERVIEW

The Executive Assistant (EA) provides high-level administrative and operational support to Liberty Lane's Executive Director. Serving as a key liaison between the Executive Director (ED), Board of Directors, staff, funders, and community partners, this role requires exceptional organizational skills, discretion, and the ability to work in a fast-paced, confidential environment.

The EA will be responsible for a wide range of administrative and operational tasks, including but not limited to assisting with financial and human resources administrative processes to support effective organizational management.

KEY RESPONSIBILITIES

Executive Support

• Manage the ED's calendar, appointments, and travel arrangements
• Screen and prioritize the ED's incoming email and phone communication
• Draft letters, emails, and internal / external communications on behalf of the ED
• Track deadlines and follow up items

General Office Duties

• Collaborate with the Executive Director/Operations Coordinator to research, assess, and make recommendations to meet infrastructure needs, including IT systems and software, administrative processes, facilities improvements, and other operational tools
• Liaise with equipment and service providers
• Support implementation of new systems and operational improvements
• Maintain office supplies and order as required
• File and organize physical and digital records as needed, including agreements, contracts, and invoices
• Assist in coordination and execution of on/off-site organizational events and meetings
• Provides coverage for incoming calls when Operations Coordinator is not available

Board of Directors

• Schedule board and committee meetings
• Prepare meeting agendas and compile board meeting materials in collaboration with the Executive Director and the Board of Directors
• Attend Board and committee meetings and take minutes
• Maintain board records and governance documents
• Maintain current Board of Directors and committee contact information
• Collaborate with the Operations Coordinator to gather vendor information, compare offers, and prepare cost analyses to support booking off-site rental spaces, catering, and other supplies for off-site meetings and events, including the AGM, strategic planning, and others as needed

Staff & Human Resources

• Schedule staff and other meetings as needed
• Attend and take minutes for internal staff meetings, distribute minutes, and track follow-up items
• Track and follow-up on staff equipment and IT needs
• Assist with staff recruitment processes, including posting positions on social media, website, and job boards; scheduling interviews; and coordinating candidate communications
• Support staff onboarding processes, including ensuring completion of onboarding paperwork and relevant background checks
• Maintain confidential personnel files and HR documentation as directed by the ED
• Collaborate with the Executive Director to support the preparation of student funding applications and submission of supporting documentation

Financial

• Assist the Executive Director in ensuring timely preparation and organization of accounts receivable and accounts payable documentation for the bookkeeper, including managing and following up on invoicing, coding invoices, and other relevant documentation
• Track invoices, contracts, and payments to ensure completeness and proper authorization
• Assist with payroll preparation by maintaining timesheets, leave records, and required documentation for payroll processing and assist with payroll submission (Payworks)
• Assist with annual tax receipting
• Maintain organized financial records in accordance with organizational policies and internal controls
• Support documentation gathering for audits, grant reporting, and financial reviews

QUALIFICATIONS

• Available to work full-time in-person in Liberty Lane's Fredericton office
• Fluency in English. Functional fluency in French an asset.
• Minimum 3 years of executive-level administrative experience, preferably in a non-profit setting
• Post-secondary degree in relevant field, or equivalent in experience
• Experience working with and/or serving on a Board of Directors
• Strong financial management skills, with a track record of successfully supporting the development of annual budgets, financial reporting, preparing payroll, and other financial administrative tasks
• Demonstrated experience in working with and supporting staff teams and human resources administration
• Very strong written and verbal communications skills
• Proficiency in Microsoft 365, Google Workspace, Zoom, and Teams
• Highly organized with demonstrated ability to manage multiple priorities with attention to detail
• Problem solver who likes to take initiative and identify solutions
• High level of discretion and confidentiality
• Availability to work occasional evenings and weekends as needed

Additional Assets

• knowledge of and/or experience working in the gender-based violence sector, community services and/or social justice sector
• demonstrated knowledge and understanding of intersectional feminist, trauma-informed, and equity frameworks, and a willingness to uphold these frameworks within the organization
• knowledge of non-profit governance and funding environments

EMPLOYMENT DETAILS

This is a full-time position.

Salary and benefits: $47,000 - $53,000, annually for 37.5 hours a week. Liberty Lane offers a comprehensive benefits package, including extended health and dental coverage, an RRSP matching scheme and paid sick leave. 2 weeks of paid vacation for the first year of employment will be provided rising to 3 weeks following the first year of employment.

Hours of Work: 37.5 hours per week, Monday to Friday, 8:30am to 4:30pm

Location: Fredericton, New Brunswick (in-person). This is not a remote or hybrid position. The successful applicant will be available to work in-person in our Fredericton office.

Application Instructions

Interested applicants are encouraged to submit a resume and cover letter detailing their suitability in relation to the above qualifications by 5.00pm on Tuesday 28th April 2026.

Liberty Lane is committed to providing an inclusive and barrier-free recruitment and selection process. If you require accommodation at any stage of the application or hiring process, please contact us at [email protected] and we will work with you to meet your needs.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.