Executive Assistant

Azrieli Foundation; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

A major Canadian philanthropic foundation in Toronto is seeking an experienced Executive Assistant to support the Managing Director and other executives. The role requires autonomy and discretion, managing complex workflows and executive engagements. Ideal candidates will have over 7 years of experience, exceptional organizational skills, and the ability to communicate effectively. A passion for driving positive change aligns with the Foundation's mission of fostering innovation in critical sectors.

Qualifications

• 7+ years of executive-level support experience.
• Exceptional attention to detail and risk management.
• Strong interpersonal skills and collaborative spirit.

Responsibilities

• Provide executive-level support to the Managing Director.
• Manage complex calendars and prioritize requests.
• Coordinate executive meetings and engagements.

Skills

Executive-level support

Judgment and discretion

Organizational skills

Written and verbal communication

Bilingual (English/French)

Tools

Microsoft Office Suite

CRM or collaboration platforms

Job description

The Azrieli Foundation is one of Canada’s largest philanthropic foundations, supporting initiatives in education, science & healthcare, research and the arts. Through strategic grants and partnerships, we strive to foster innovation, empowerment and drive positive change within these critical sectors in Canada and Israel.

Position Summary

The Executive Assistant (EA) is a trusted partner responsible for enabling the effectiveness of the Managing Director and other executives through high-level executive support, coordination, and judgment. This role is designed for an experienced Executive Assistant who operates with autonomy, discretion, and precision, and who brings a proactive, anticipatory approach to executive support.

The EA is accountable for managing complex executive workflows, preparing leaders for high-stakes internal and external engagements, and ensuring seamless coordination across executive leadership, the Board, advisory bodies, and external stakeholders. Over time, the EA will be empowered to make decisions on behalf of executives within defined parameters, acting as an extension of the executive office.

Key Responsibilities

Executive Partnership & Decision Support

• Provide executive-level support to the Managing Director and other executives, operating as a trusted partner and extension of the executive office
• Proactively anticipate executive needs, priorities, deadlines, and potential issues, ensuring leaders are consistently prepared and well-positioned
• Manage highly complex calendars across MD-level leadership, applying judgment to prioritize requests, sequence meetings, and resolve conflicts
• Act as a gatekeeper for executive time, independently triaging requests and, over time, making scheduling and prioritization decisions on behalf of executives
• Prepare executives for meetings and engagements by coordinating agendas, briefing materials, background context, and follow-ups

Coordination, Tracking & Execution

• Track executive commitments, decisions, and action items, ensuring timely follow-through and alignment with organizational priorities
• Coordinate meetings involving executive leadership, Board members, advisory council members, and external stakeholders
• Prepare, review, and edit executive-level correspondence, briefing notes, presentations, reports, and meeting materials
• Maintain meticulously organized records, documentation, and filing systems to support executive continuity and decision-making
• Support executive-led initiatives by coordinating timelines, inputs, and stakeholders as required

Stakeholder & Board Liaison

• Serve as a primary point of contact for executive leadership, Board members, advisory councils, and external partners
• Manage inbound inquiries from external stakeholders and prospective partners with professionalism, discretion, and sound judgment
• Support relationship stewardship by maintaining contact databases, tracking engagements, and ensuring appropriate follow-up
• Represent the executive office with diplomacy, clarity, and confidence in all interactions

Qualifications and Competencies

• 7+ years of experience providing executive-level support to MD, C-suite, or equivalent leadership
• Demonstrated experience supporting multiple executives and navigating complex organizational dynamics
• Exceptional attention to detail, with a proven ability to anticipate needs, identify risks, and prevent issues before they arise
• Strong judgment and discretion, with experience handling sensitive, confidential, and high-stakes matters
• Highly developed organizational and prioritization skills in a fast-paced, executive environment
• Outstanding written and verbal communication skills, including experience preparing executive-level materials
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel); comfort with CRM or collaboration platforms
• Bilingual (English/French) preferred but not required

Attributes and Personal Characteristics

• High level of professionalism, integrity, and discretion
• Ability to anticipate needs and be proactive
• Highly organized, efficient, and solutions-oriented
• Strong interpersonal skills and a collaborative spirit.

Living Our Values – The Azrieli Foundation

• Integrity & respect
• Taking on big challenges
• Excellence
• Passion for making a difference
• Results-oriented mindset Sustainable impact

Inclusivity and Accessibility

Living our values means creating a workplace where everyone feels respected, supported and empowered to contribute. Our commitment to equity, diversity and inclusion is one way we put those values into practice.

We are committed to creating a diverse and inclusive workplace and value diverse backgrounds, abilities and ways of thinking. Diversity and inclusion make our organization strong, productive and innovative. Applicants with lived experience who identify as neurodivergent are strongly encouraged to apply.

We are committed to creating inclusive and barrier-free recruitment and selection processes. If you require an accommodation during the application or recruitment process, please reach out to [e-mail].

About the Foundation:

Driven by a strong belief in philanthropy’s powerful role and responsibility, the Azrieli Foundation empowers people by supporting a broad range of organizations, facilitating innovative outcomes and increasing knowledge and understanding in the search for practical and novel solutions.

With a firm conviction that everyone has potential, we work to open doors, break ground and nurture networks, empowering the most vulnerable to the most exceptional to achieve their best and contribute to society.

In addition to strategic philanthropic investments, the Azrieli Foundation operates several initiatives including the Azrieli Fellows Program, the Canadian Centre for Caregiving Excellence, the Holocaust Survivor Memoirs Program, the Azrieli Music, Arts and Culture Centre and others.