Executive Assistant

Condominium Authority of Ontario; Toronto; Ibrido; CAD 61.000 - 85.000; Tempo pieno

Vantaggi offerti da questo lavoro

Performance-based awards

Medical, dental, and vision coverage

RRSP/TFSA matching

Hybrid work model (two remote days)

Descrizione del lavoro

The Condominium Authority of Ontario (CAO) is seeking an Executive Assistant to support the CEO and Registrar, ensuring smooth day-to-day operations and strategic focus. This role also backs governance activities and board processes, providing materials, scheduling, and coordination across the organization.

Ideal candidates combine senior-level support experience with strong communication, governance understanding, and project management skills, in a hybrid work environment in Toronto.

Competenze

• Post-Secondary or Bachelor’s degree in business administration or related degree.
• 5+ years supporting a CEO or senior executive.
• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint, Teams).

Mansioni

• Act as the primary point of contact and trusted advisor to the CEO & Registrar, managing priorities and scheduling.
• Prepare briefing materials, correspondence, presentations, and reports for the CEO.
• Support governance by aiding Governance Manager and Board materials.

Conoscenze

Executive support

Prioritization

Communication

Governance

Project management

Confidentiality

MS Office

Formazione

Bachelor's degree

Post-secondary degree

Strumenti

MS Office

Descrizione del lavoro

Background

The Condominium Authority of Ontario (CAO) is a modern, digital-first organization serving Ontario's rapidly evolving condominium sector through information, education, and dispute resolution services.

As a trusted delegated administrative authority (DAA) consumer protection organization with province-wide impact, the CAO offers a unique opportunity to contribute to meaningful public-interest work while helping shape the future of condominium living in Ontario.

We are a collaborative, high-performing team that values innovation, accountability, continuous improvement, and practical problem-solving. Our team members tell us they value the opportunity to make a visible impact, work closely with leadership, and contribute to an organization where ideas are welcomed and acted upon.

We are accountable to the government through the Administrative Agreement with the Minister of Public and Business Service Delivery and Procurement. The seven-member Board of Directors provide strategic guidance and oversight of the organization.

We are an organization driven by our vision, mission and values:

Our Vision:

Strong and vibrant condominium communities in Ontario.

Our Mission:

Engage and empower Ontario’s condominium communities with information, education, and dispute resolution

Corporate Values:

Innovation, trust, teamwork, value for money, integrity, fairness

Team Values:

Respect, trust, diversity, collaboration, leadership

We value flexibility and have adopted a hybrid work model whereby employees use a combination of working remotely 2 days a week and in the office for 3 days in Toronto’s Financial District.

Role Purpose

Reporting to the CEO & Registrar, the Executive Assistant will be a trusted assistant enabling them to focus on strategic leadership, industry relationships, and organizational outcomes.

The Executive Assistant also provides backup support for Board governance functions to ensure continuity.

Key Responsibilities

CEO Office & Executive Coordination (60%)

• Act as the primary point of contact and trusted advisor to the CEO & Registrar, managing priorities, anticipating needs, and ensuring the effective day-to-day operation of the CEO’s office.
• Independently resolve scheduling, travel, meeting and administrative issues, escalating thoughtfully when required.
• Manage the CEO’s schedule, correspondence, and commitments, exercising judgment to triage competing demands and protect time for strategic priorities.
• Prepare briefing materials, correspondence, presentations, and reports on behalf of the CEO, ensuring accuracy, quality, and alignment with corporate messaging.

• Build positive, trusted relationships across the organization and with external partners, administrative professionals and vendors.
• Conduct research, synthesize information and prepare documents or presentation materials using established templates.

• Serve as the designated backup to the Governance Manager, ensuring continuity of the Board and committee operations.
• Support preparation, review, and distribution of Board and committee materials via the board portal (Diligent), ensuring accuracy, timeliness, and confidentiality.
• Provide governance guidance and procedural support to the Governance Lead.

• Support planning and execution of governance events, including the Annual Members’ Meeting

• Support the ELT operations to improve workflow efficiency and coordination.
• Track and follow through on action items arising from ELT and cross-functional initiatives, ensuring timely completion and accountability.
• Record key meeting outputs and monitor progress on deliverables

Office Administration (40%)

• Coordinate regular staff events such as socials, lunches and all-staff meetings.
• Support external stakeholder events
• Support quarterly Board & Committee Meetings
• Support planning and execution of governance events, including the Annual Members’ Meeting.
• Responsible for managing all office administration and supplies, including office space management
• Perform other related duties as assigned.

Qualifications, Skills & Knowledge

• Post-Secondary or Bachelor’s degree in business administration or related degree.

• 5+ years supporting a CEO or senior executive
• Ability to manage competing priorities and work under pressure
• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint, Teams)

• Strong written and verbal communication skills, including the ability to draft precise reports, policies, plans, and executive correspondence.

• Strong understanding of corporate governance, policy, and compliance principles, and experience working with executive leadership.
• Strong project management skills including ability to manage multiple priorities, meet deadlines, and work effectively in a cross-functional team environment.
• Demonstrated ability to effectively and diplomatically handle a range of inquiries from internal and external contacts, while maintaining strict confidentiality.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Professional demeanour and discretion when dealing with sensitive matters and high-level stakeholders.

• Occasional pushing, pulling and some forward bending, lifting and carrying up to 15 kg

Why Join Us?

• Base salary of CAD 60,840 - CAD 85,000
• Eligibility for discretionary performance-based awards
• 100% employer-paid medical, dental, and vision coverage
• Employer-matched RRSP/TFSA contributions
• Flexible hybrid work model (two remote days per week)
• Vacation, personal, and sick days
• Professional development and learning support
• Employee gym and bike-share discounts

Disclaimer

We thank everyone for their interest in joining our dynamic team, but due to the high volume of applications received only those qualified will be contacted.

CAO is an equal opportunity employer, encouraging workplace diversity. All qualified individuals will be considered without regard to race, national origin, gender identity/expression, age, religion, disability, sexual orientation, marital status or any other characteristic protected by law.

CAO welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.