Executive Assistant

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 CEO, 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 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 CEO
• CEO email management support
• 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 agency-wide 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 off-site (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
• 3-5 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 relationship-management, 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 minute-taking and transcription
• Ability to draft well-organized, 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 not-for-profit sector preferred.
• A passion for excellence and commitment to the organization and the people we serve.

Diversity 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 encourages candidates from diverse backgrounds and those who may need accommodation, to apply to join our team.

 Interested candidates may apply online through Family Day website:                           www.familydaycare.com.

 This document is available in alternate formats upon request. #HP

In 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 individual’s particular restrictions and limitations. If you require a specific accommodation because of a disability or a medical need to ensure your equal participation, feel free to contact Human Resources at Humanresources@familydaycare.com.

We are Hiring! If you have the passion, creativity and dedication we are looking for, we would love to hear from you.