Executive & Office Administrator

Toronto Blue Jays•Toronto, ON

4d•CA$60,000 - CA$65,000•Onsite

About The Position

Jays Care Foundation, the charitable arm of the Toronto Blue Jays, harnesses the power of baseball to create positive impacts for youth across Canada. Baseball is at the heart of everything we do. It’s more than a sport; it’s a tool for youth development, building character, resilience, and belonging. Through award-winning baseball-for-development programs, we partner with communities nationwide to help children and youth facing barriers unlock their potential. This position supports two core functions of Jays Care Foundation: Financial bookkeeping and Executive Support/Office Administration. The role is an anticipated split of approximately 60% Finance, 40% Office & Executive Support.

Requirements

3 -5 years of experience in bookkeeping or office administration
Organizing and executing multiple administrative tasks/logistics at a given time
Ability to prioritize and review competing priorities
Excellent communication skills including spoken and written. An excellent command of the English language is essential
Experience supporting month-end processes and financial documentation
Strong teamwork, and personal work ethic
Capable of balancing the need to work independently, as a part of a large team
Ability to juggle different requests, requirements and demands with diplomacy and tact
Accurate and timely reporting
Strong decision-making and problem-solving skills, with the instinct and knowledge of when to ask for assistance
Ability to work well with all levels of internal and external partners, management, staff, executives and the board of governors

Nice To Haves

Education in Accounting, Bookkeeping, finance or Business Administration. College Diploma, University Degree or Equivalent is preferred
Some professional or volunteer experience in the public and/or the not-for profit sector is an asset
Microsoft Office suite (Excel and Powerpoint)
QuickBooks
Canva
Knowledge of Salesforce or Salesforce Non-Profit Success Pack
Strong event planning, coordination and execution skills
Attention to detail – Numerical and Financial literacy

Responsibilities

Preparation of weekly bank deposits
Accounts Payable – Verify coding of expenses and create reports for accuracy
Accounts Receivable - invoicing and collection duties
Assist with reconciliation of monthly Corporate Visa reports
Issuance of tax receipts and acknowledgement letters to donors
Recording of all in-kind donations
Perform primary bookkeeping functions, including recording transactions and managing journal entries in QuickBooks, and support month end close activities.
Perform GST/HST calculations and detailed expense breakdowns required for charitable rebate submissions.
Daily 50/50 game day raffle reconciliation during the season/Shopify.
General financial support of Jays Care Foundation events
Preparation of GST/HST return (bi-annually)
Assist with US 990 Filing
Assist with Audit
Answer the Jays Care general phone line and email inbox, providing exceptional customer service in interacting with donors and any other callers, handling inquiries with professionalism, and logging all interactions
Manage office administration tasks, including shipping/receiving, inventory organization and tracking, filing and file transfer, office supply maintenance, and database entry where necessary. Supporting Jays Care staff administratively
Provide hands-on support to the Jays Care team for all other programming and fundraising events, as needed
Support the Executive Director and Senior Leadership Team in various scheduling initiatives, including meeting prioritization, calendar management, travel bookings, and workflow suggestions
Manage Board, Executive Director and Director-level meetings, including preparing and circulating agendas in advance, coordinating logistics, recording minutes and distributing meeting notes, and tracking follow-up actions and deadlines.
Assist in the preparation of major documents, emails, and presentations, proofreading and drafting where required
Transform strategic input from senior leadership into clear, visually compelling slide decks
Register and RSVP for all conferences and engagements
Collect receipts, organize, and submit expenses for the Executive Director