Executive Assistant

Family Day Care Services•Toronto, ON

29d•Hybrid

About The Position

Family Day Care Services is seeking a versatile, discreet, and highly organized Executive Assistant to provide dedicated administrative support to the CEO, covering a one-year maternity leave. This role reports directly to the CEO and focuses on providing executive-level administrative support, including comprehensive support for the Board of Directors and management-level meetings. Responsibilities include meeting coordination, preparation of materials, and accurate recording of minutes. The Executive Assistant may also provide limited administrative support to other members of the Senior Management Team and is expected to maintain a high level of discretion, judgment, and professionalism, representing the CEO's office and the organization positively.

Requirements

Post-Secondary Certificate or Diploma in Business or Office Administration, or a relevant discipline.
3-5 years of experience in an Executive Assistant role.
Professional discretion and integrity.
Ability to observe and maintain confidentiality.
A commitment to diversity and social inclusion.
Excellent relationship-management, collaboration, and interpersonal skills.
Strong organization and time management skills, with knowledge of supporting tools/software.
Flexibility to juggle multiple priorities while maintaining attention to detail and accuracy.
Excellent written and verbal communication skills.
Experience with minute-taking and transcription.
Ability to draft well-organized, concise, and clear internal and external communications on behalf of others.
High proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and MS Teams.
Comfort with learning new technologies (hardware/software).
Strong keyboarding skills.

Nice To Haves

Experience working in the not-for-profit sector.
A passion for excellence and commitment to the organization and the people we serve.

Responsibilities

Scheduling and calendar management for the CEO, ensuring they are informed of commitments and following up as needed.
Serving as a primary point of contact for internal and external stakeholders on confidential and critical matters, prioritizing and determining appropriate actions.
Facilitating meetings, including scheduling, drafting agendas, preparing meeting packages, providing virtual meeting support (Teams & Zoom), and taking confidential minutes.
Receiving and screening telephone calls, mail/email, and visitors, referring or redirecting inquiries as required, and communicating messages to the CEO.
Managing the CEO's email inbox.
Drafting, reviewing, and sending communications on behalf of the CEO.
Drafting and preparing reports and presentations as requested.
Reviewing documents, reports, and correspondence for the CEO's signature, checking content, grammar, and formatting, and recommending revisions.
Coordinating conference registrations, travel, and accommodation arrangements.
Managing hard and soft records.
Preparing mileage and expense reimbursements.
Providing meeting, workshop, and event support, including minute-taking, agenda preparation, logistics, and coordination for various management and Board of Directors' meetings, as well as external sector tables/groups.
Performing other duties and responsibilities as assigned.