Executive Assistant - Toronto, Canada - Family Day Care Services

Family Day Care Services

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Work with us at Family Day

Put your training, experience and passion for quality
Child Care and Early Learning to work at Family Day

Position Available:
Executive Assistant, Permanent Full Time

Location: 155 Gordon Baker Road, Suite 400, Toronto, Ontario, M2H 3N5
Hybrid with a minimum of two days a week in office

Start Date:
Immediately

About Family Day:

Family Day Care Services is a non-profit, charitable organization with a long and distinguished history of providing high-quality early learning and child care services to children and families throughout Toronto, York and Peel Regions.

We are a multi service organization with over 600 employees, providing a broad range of services to over 65 locations including: 29 Child Care Centres, 49 Before and After Care programs, 136 Licensed Home Child Cares, 9 Early ON programs, 2 Homework Plus programs, and Special Needs Resourcing for children and their families living in the Greater Toronto Area.

Family Day offers an inclusive and collaborative work environment, with competitive remuneration and benefits, including fully paid group benefits and a pension plan.

Position Summary:

We are looking for a versatile, discrete and highly-organized Executive Assistant to provide administrative support for the CEO.

Reporting to the Manager, Administrative Services, the primary responsibilities of this position include providing executive level administrative support to the CEO, and as needed, to other members of the agency's Senior Management Team and Board of Directors.

Presenting a positive and professional image of the CEO's office and agency to stakeholders at all times, the Executive Assistant is required to show a high-level of discretion and professionalism in all interactions.

Job Duties:

The Executive Assistant is the primary source of administrative support to the CEO:
Scheduling and calendar management, keeping the CEO well informed of commitments and responsibilities and following up when appropriate
Serve as a primary point of contact for internal and external stakeholders on matters of a highly confidential and critical nature. Prioritize and determine appropriate course of action, referral, or response
Meeting facilitation (including scheduling, drafting agendas, preparation of meeting packages, virtual meeting support using Teams & Zoom, confidential minutetaking),
Draft, review and send communications on behalf of the CEO
Draft/prepare reports and presentations as requested
Review documents, reports, and correspondence for CEO signature (content, grammar and formatting; making edits and recommending revisions when necessary)
Coordinate conference registrations, travel and accommodation arrangements
Hard and soft records management
Prepare mileage and expense reimbursements
Provide administrative and meeting support (as needed) to members of the senior management team, Board of Directors, and external sector tables/groups
Coordinate and/or assist with logistics for Management, Board and agencywide meetings, seminars, workshops, special projects, and events
Administration of lease, funding, and service agreements for the agency; tracking and maintaining a centralized library of associated documents (hard & soft copy)
Administration of offsite (Iron Mountain) file archiving for Corporate Services departments
Other duties and responsibilities as assigned

Education and Experience Required

Post-Secondary Certificate or Diploma in Business Administration, or relevant discipline
35 years' experience in an Executive Assistant role
Professional discretion and integrity
Ability to observe and maintain confidentiality
A commitment to diversity and social inclusion
Excellent relationshipmanagement, collaboration and interpersonal skills
Strong organization and time management, with the knowledge and understanding of tools/software that can be used to support this
Flexible and able to juggle multiple priorities while maintaining a focus on detail and accuracy
Excellent written and verbal communication skills
Experience with minutetaking and transcription
Ability to draft wellorganized, concise, clear language, internal and external communications on behalf of others
Highly Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point) and MS Teams; Comfortable with learning new technologies (hardware/software)
Strong keyboarding skills
Experience working in the notforprofit sector preferred.
A passion for excellence and commitment to the organization and the people we serve.