Board Administrator & Executive Assistant

Gardiner Museum; Toronto; Hybrid; CAD 38,000 - 53,000; Part time

Job summary

The Gardiner Museum in Toronto seeks a part-time Board Administrator & Executive Assistant to support the CEO, Senior Leadership Team, Board, and committee members. You will manage governance processes, scheduling, and documentation.

Success requires exceptional judgement, discretion, and organizational skill, with the ability to handle multiple priorities. Workload increases around Board meetings in this hybrid, 1.5-day-per-week role.

Qualifications

• Post-secondary degree or diploma in a relevant field.
• Four years of administrative experience in a not-for-profit environment.
• Familiarity with board governance, meeting procedures, and legal record-keeping.

Responsibilities

• Coordinate and attend all quarterly Board and Committee meetings, working with the Board Chair and executives.
• Draft agendas and coordinate reports and presentations from leadership.
• Compile, format, and proofread Board packages for clarity and consistency.
• Record and distribute minutes; follow up on action items.
• Maintain official records and governance filings; ensure timely filings.
• Attend Board-related events as required.
• Provide executive support: prepare agendas, briefing notes, and confidential correspondence.

Skills

Interpersonal skills

Writing & proofreading

Document formatting

Office software proficiency

AI scheduling tools

Confidentiality & discretion

Education

Post-secondary degree or diploma

Tools

Microsoft Office

Google Workspace

Adobe Acrobat

Video conferencing platforms

Job description

Application deadline: November 16, 2026
Compensation: $33/hour
Term: Part-time, flexible (hybrid)

About the Gardiner Museum

The Gardiner Museum uses the storytelling power of ceramics, and their rich history and universality, to engage audiences of diverse backgrounds and experiences. As an essential civic institution in Toronto, the Museum presents exhibitions, programs, and hands‑on classes, and stewards a permanent collection of international significance: more than 5,000 objects from the Ancestral Americas, Europe, Japan, and China, along with an important collection of contemporary Canadian and international works. The Gardiner is one of the few museums focused on ceramics and one of the world’s most notable specialty museums.

The Museum is governed by a Board of Trustees that meets quarterly and oversees the Museum’s governance and sustainability, including budgets, investments and finance, major strategic and policy initiatives, and risk. The Board works directly and through its Audit & Finance, Investment, Governance & Risk, Development, and Curatorial Committees, which include Board and community members.

The Role

Reporting to the Executive Director & CEO, the Board Administrator & Executive Assistant provides high‑level support to the CEO, Senior Leadership Team, Board, and Committee Members. The role manages Board and Committee procedures and processes, planning, documentation, and governance compliance, and supports management of the CEO’s office, including scheduling and project tracking.

Success in this role requires exceptional judgement, discretion, and organizational skill, along with the ability to manage multiple priorities. The workload varies and increases in the weeks around Board and Committee meetings.

Key Responsibilities

Board Administration (70%)

• In the capacity of Assistant Board Secretary, coordinate and attend all quarterly Board and Committee meetings, working with the Board Chair, Committee Chairs, and the Executive Director & CEO.
• Draft agendas with the Executive Director & CEO and Board leadership; coordinate reports and presentations from the Chief Financial Officer, Chief Development Officer, and Deputy Director & Chief Curator.
• Compile, format, and proofread Board packages so they are clear, consistent, and error‑free.
• Coordinate attendance for meetings to ensure quorum.
• Manage meeting logistics, including hosting and facilitating virtual meetings and coordinating room bookings and hospitality for in‑person meetings.
• Record and distribute minutes at Board and Committee meetings; follow up on action items and Board Member requests.
• Maintain the Museum’s official records securely and as required by law, including founding documents, by‑laws, director lists, minutes, and financial reports.
• Keep a governance calendar of recurring agenda items, deadlines, and required filings, and ensure filings are made on time.
• Support policy review and Board development with the Board Chair, the Chair of the Governance & Risk Committee, and the CEO, and keep current on governance best practices.
• Attend all Board‑related events at the Museum, as required.

Executive Support (30%)

• Support strategic initiatives, special projects, and sensitive personnel or organizational matters requiring confidentiality.
• Prepare agendas, briefing notes, and background materials for the CEO and Senior Leadership Team.
• Handle confidential correspondence and inquiries with professionalism and discretion.
• Draft and edit executive communications, reports, and presentations for clarity, tone, and alignment with Museum priorities.
• Coordinate staff meetings, retreats, training, and other events, including logistics, catering, communications, and budgets.

Qualifications

• Post‑secondary degree or diploma
• Four years of administrative experience in a not‑for‑profit environment
• Familiarity with board governance, meeting procedures, and legal record‑keeping
• Exceptional interpersonal and relationship‑building skills, with proven experience working with volunteer boards and committees.
• The ability to engage confidently and diplomatically with Board Members, senior leadership, and external stakeholders
• Strong writing, proofreading, and document formatting skills
• High proficiency in Microsoft Office, Google Workspace, Adobe Acrobat, and virtual meeting platforms
• Working knowledge of AI agent tools for scheduling and workflow coordination across multiple trustees and committees
• Exceptional organization, follow‑through, and attention to detail
• Criminal Record and Judicial Matters Check must be completed as a condition of hiring.

Working Conditions

This is a part‑time, hybrid position of averaging approximately 1.5 days per week, with additional time required leading up to and following Board meetings.

Use of AI:

As part of our recruitment practices, Artificial Intelligence will not be used in the screening, assessment, or selection process for this posting.

The Gardiner Museum is an equal opportunity employer and encourages applications from qualified candidates from visible and invisible minority group members, women, Indigenous persons, persons with disabilities, persons across the spectrum of sexual orientation and gender identities and others with the skills and knowledge to productively engage with diverse communities. We are committed to hiring on merit and to removing barriers in employment policies. Reasonable accommodation for disabilities will be provided, on request, to support applicants’ participation in all aspects of the recruitment and selection process.

Learn more at www.gardinermuseum.on.ca.