Executive Assistant

POSITION TITLEExecutive AssistantSTATUSFull-time 12-month maternity leave (with possible extension)LOCATIONS155 Gordon Baker Road (A Minimum of Two Days a Week in Office)START DATEEnd of June beginning of July 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 700 employees providing a broad range of services including: 29 Child Care Centres 49 Before and After Care programs 204 Licensed Home Child Cares 9 EarlyON programs 2 Homework Plus programs and Special Needs Resourcing for children and their families living in the Greater Toronto Summary:We are looking for a versatile discreet and highly organized Executive Assistant to provide dedicated administrative support to the CEO to cover a one-year maternity to the CEO the primary focus of this position is to provide executive-level administrative support to the CEO including comprehensive support for the Board of Directors and management -level meeting tables. This includes meeting coordination preparation of materials and the accurate recording and preparation of minutes for Board and senior leadership addition the Executive Assistant may provide limited administrative support to other members of the Senior Management Team as required. Presenting a positive and professional image of the CEOs office and the organization at all times the Executive Assistant is expected to exercise a high level of discretion judgement and professionalism in all 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 appropriateServe 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 minute-taking)Receive and screen inbound telephone calls mail/email and visitors. Refer and/or redirect inquiries as required. Communicate messages and information to the CEOCEO email management supportDraft review and send communications on behalf of the CEODraft/prepare reports and presentations as requestedReview documents reports and correspondence for CEO signature (content grammar and formatting; making edits and recommending revisions when necessary)Coordinate conference registrations travel and accommodation arrangementsHard and soft records managementPrepare mileage and expense reimbursementsProvide meeting workshop and event support including minute-taking agenda preparation logistics and coordination support for various Family Day Management and Board of Directors meeting tables as well as external sector tables/groups as needed. Other duties and responsibilities as Skills and ExperienceRequiredPost-Secondary Certificate or Diploma in Business or Office Administration or relevant discipline3-5 years experience in an Executive Assistant role Professional discretion and integrityAbility to observe and maintain confidentialityA commitment to diversity and social inclusionExcellent relationship-management collaboration and interpersonal skillsStrong organization and time management with the knowledge and understanding of tools/software that can be used to support thisFlexible and able to juggle multiple priorities while maintaining a focus on detail and accuracyExcellent written and verbal communication skillsExperience with minute-taking and transcriptionAbility to draft well-organized concise clear language internal and external communications on behalf of othersHighly Proficient with Microsoft Office Suite (Outlook Word Excel Power Point) and MS Teams; Comfortable with learning new technologies (hardware/software)Strong keyboarding skillsExperience working in the not-for-profit sector preferred.A passion for excellence and commitment to the organization and the people we and Inclusion:Family Day is committed to fostering a positive inclusive workplace culture with a workforce that is representative of the families and communities it serves. Committed to the principles of diversity and inclusion Family Day encouragescandidates from diverse backgrounds and those who may need accommodation to apply to join our candidates may apply online through Family Day website: accordance with the Accessibility for Ontarians with Disabilities Act 2005 and the Ontario Human Rights Code Family Day Care Services will provide a reasonable accommodation to employees and prospective employees to the point of undue hardship upon request and as required in respect of the individuals particular restrictions and limitations. If you require a specific accommodation because of a disability or a medical need to ensure your equalparticipation feel free to contact Pauline Tran at accordance with Ontarios hiring transparency requirementsno artificial intelligence (AI) systems are used to screen assess or select applicantsfor this position.