Executive Assistant - 4 Month Contract NUMÉRO DE POSTE: 424044

About the Opportunity

• Assist with the administrative functions of the senior Executive
• Assist with the administrative work of the Executive’s team, namely its management team and managing administrative elements of agencies and consultants.
• Perform department specific responsibilities that may include but not be limited to donor communications, finance (i.e. invoicing), reporting, human resource (i.e. payroll), business, research, facilities, project and/or reception supports depending on the department.
• Organize complex activities for the Executive, including scheduling appointments, meetings, conferences, and other engagements based on an understanding of prior commitments and priorities.
• Manage the Executive’s calendar and cross-functional collaboration with internal and external stakeholders based on Foundation priorities and arrange meetings and travel, ensuring preparation time and all backup material.
• Assist the Executive with all day-to-day departmental activity, as directed including drafting messages and preparing communications, assisting with human resource activities, preparing purchase documentation and providing oversight of expenditures on behalf of the Executive.
• Be the conduit between internal teams for approvals, reviews and re-routing actions as appropriate.
• Keep the Executive’s management team organized and operating effectively and efficiently; set up systems to support same; maintain files and records.
• Make all travel and meeting arrangements for the Executive and process travel and other expenses.
• Manage Executive corporate credit cards including preparing and submitting monthly expense forms with appropriate backup to the finance department
• Handle confidential and non-routine information appropriately.
• Conduct, synthesize and report on basic research as required.
• Review requests for the Executive’s time and prepare for their attention or reroute to appropriate Foundation staff.
• Handling special projects and other duties as assigned.
• Unquestionable integrity, a highly nuanced sense of judgment and absolute discretion with confidential and sensitive information.
• Provide back-up support to the EA to the President & CEO for Board administration functions, including distributing materials, responding to inquiries, taking minutes and coordinating with executive team leads and Board/ committee chairs
• Provide administrative oversight for the finances and invoicing of the team

• A minimum of 5 years’ experience providing senior level strategic and administrative support.
• A post-secondary education or comparable combination of work and education experience that is deemed equivalent.
• A responsive customer service orientation and experience interacting with influential community and business leaders.  Some exposure to the philanthropic or non-profit sector would be an asset.
• Proven ability to operate professionally and with consistently high standards of excellence.
• Excellent written and verbal communication skills.
• Advanced proficiency with Microsoft Office suite of programs specifically Microsoft 365, Outlook, Word, Excel and PowerPoint; experience with database systems such as Raiser’s Edge is an asset.
• Excellent organizational skills with diligent attention to detail and the ability to produce accurate work efficiently.
• Ability to multi-task, prioritize and follow-through to effectively manage workflow and continuously improve the efficiency of the office.
• Demonstrated ability to lead and mentor as well as work harmoniously with others at all levels.
• Ability to work with minimal supervision while prioritizing own work to handle multiple tasks and ensure established deadlines are met.
• Good interpersonal skills with the ability to support collegiality in a small office.

Hourly Rate
$33 - $38 /hour

How to Apply
Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats.
When referencing this job, quote #424044.

You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.