Executive Assistant (Early Learning & Care)

Macaulay Child Development•Toronto, ON

6d•CA$59,565 - CA$68,724•Onsite

About The Position

The Executive Assistant will provide senior level administrative support to the Program Director and Managers of programs. This position is based at Macaulay Centres for Children Head Office (2010 Eglinton Ave W. Toronto, ON M6E 2K3). Macaulay Centres for Children values the diversity of people and communities and is committed to excellence and inclusion. We welcome qualified individuals who contribute to the diversity of our staff group. Macaulay Centres for Children offers accommodation for applicants with disabilities in its recruitment process. If you are contacted by the agency regarding a career opportunity, please advise if you require accommodation. We thank all applicants for their interest in our organization, however only those selected for an interview will be contacted. This document is available in alternate formats upon request. Macaulay Centres for Children is committed to service and employment equity.

Requirements

University degree, College diploma/certificate or an equivalent combination of education/experience in business and or office administration
2 years related administrative experience supporting senior leaders
Excellent interpersonal, written and verbal communication and listening skills
Proven intermediate to advanced technical skills utilizing Microsoft Office Suite, internet and e-mail
Ability to take direction with the ability/flexibility to adapt to multiple business requirements and changing priorities
Strong organizational capabilities and time management skills to manage multiple projects with the ability to multi task and prioritize effectively
Demonstrates a high degree of initiative and problem solving with keen attention to details
Highly motivated to continually strive for excellent results including on-going improvements to work processes
Ability to apply sound judgment to a variety of situations demonstrating tact and diplomacy
Meticulous records maintenance skills
Demonstrated ability to build and maintain effective work partnerships with colleagues of diverse backgrounds, abilities and identities
Highly skilled to manage confidentiality and privacy diplomatically
Proficiency in the use of the English language, both oral and written is required
Able to work independently and within a team environment
Available to work flexible hours including 2-3 evenings per month and occasional weekends
Acceptable Vulnerable Sector Police Reference Check

Nice To Haves

Experience working with a board of directors and or not-for-profit sector would be an asset

Responsibilities

Provide administrative support to Program Director, Managers, and Supervisors with word processing, spread sheets, marketing materials, flyers, agency forms, and maintain master copies of documents
Prepare agendas and minutes of Program’s Management teams meetings and committee meetings, as needed.
Maintains the Child Care Information System (CCIS) and Child Care Licensing System (CCLS), updates information, uploads documents and runs standard reports
Prepare or assist with preparing reports and statistics as required by the Ministry of Education, Toronto Children’s Services, United Way and other funders
Assists with preparation of Expression of Interest or other application for new programs and services
Assists with opening new programs; support in coordination of all central teams’ functions
Supports the coordination of special events and training.
Prepare and edit presentations, reports, and memos on behalf of Program Director.
Conduct research and analysis on issues of interest to the Program Director
Assist in other administrative tasks assigned
Other general administrative tasks including, but not limited to: General filing and document retrieval using electronic system as required, Provides coverage and back up as required, Supports special projects as assigned
Attend agency staff meetings and training, team meetings and special events
Maintain optimal attendance at work
Work in compliance with all applicable regulations and laws
Comply with all Macaulay policies, practices and quality standards
Work to further Macaulay’s mission, vision, values and strategic directions
Perform other tasks as delegated or assigned