Volunteer for CEO's Office

Organization: CivicAction
Location: Hybrid (Greater Toronto Area, ON)
Position Type: Volunteer
Commitment: Approximately 5–10 hours per week, based on volunteer availability and agreed assignments; preferred minimum commitment of 3 months
Work Arrangement: Remote with optional in-person meetings in Toronto

Reports To: Executive Manager, CEO Office

About CivicAction

CivicAction Leadership Foundation is a civic leadership organization working across the Greater Toronto and Hamilton Area to mobilize leaders around the region's most pressing challenges. For more than two decades, CivicAction has brought together leaders from business, government, community, nonprofit, and institutional sectors to advance issues that no single organization can solve alone.

Position Summary

CivicAction is looking for a reliable and motivated volunteer to provide defined administrative support within the CEO Office.

This volunteer opportunity is well suited to someone who is organized, dependable and interested in strengthening their administrative skills while gaining exposure to the work of a busy C-suite executive office.

The volunteer will work closely with the Executive Manager on clearly assigned tasks that help keep meetings, records and follow-ups organized. Assignments will be specific, manageable and completed with direction and support.

Key Responsibilities

· Support the set-up of designated meetings, including calendar invitations, meeting links, room bookings and materials.

· Take notes and capture action items at assigned non-confidential meetings.

· Update the CEO Meeting Tracker and designated follow-up trackers based on information provided by the Executive Manager.

· Maintain approved contact and meeting information in HubSpot, including basic data clean-up and duplicate checks.

· Maintain RSVP and attendance lists for designated CEO Office meetings or events.

· Organize designated CEO Office files and documents in SharePoint.

· Support basic document formatting, data entry and administrative record keeping.

· Complete other clearly defined administrative tasks assigned by the Executive Manager that fall within the scope of the role.

Role Scope

This is a defined administrative support role. The volunteer will receive specific assignments from the Executive Manager and will not independently manage the CEO’s calendar, major projects, events, senior stakeholder relationships or organizational initiatives. Communications on behalf of the CEO will only be prepared or sent using approved templates and when specifically directed.

Qualifications

We are looking for someone who:

• Is proactive and willing to help.
• Is organized and dependable.
• Is interested in contributing and strengthening their administrative skills.
• Is comfortable in a fast-paced environment.
• Communicates professionally and respectfully.
• Maintains sound judgement and confidentiality.

Confidentiality & Discretion

Because this role supports the Chief Executive Officer’s office, the volunteer may occasionally come across confidential or sensitive information and will be expected to handle it with care and discretion.

Access will be limited to the meetings, systems and information required for assigned activities. The volunteer will not independently represent or make decisions on behalf of the CEO or CivicAction, and should ask the Executive Manager whenever they are unsure how information should be handled.

What You Will Contribute and Gain

This volunteer role provides an opportunity to contribute practical administrative support to CivicAction while gaining experience in:

• Executive office administration
• Meeting coordination and note-taking
• Administrative tracking and follow-up
• CRM and contact management
• SharePoint and document organization
• Working in a civic leadership organization

How to Apply

Please upload your resume along with a short message outlining your interest in the volunteer position, relevant skills or experience, and general availability.

Application Deadline: November 23, 2026. Applications will be reviewed on a rolling basis. We encourage interested candidates to apply early, as interviews may begin before the application deadline.

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

CivicAction is committed to fostering an inclusive and welcoming environment and encourages applications from individuals with diverse backgrounds, perspectives, and lived experiences.