Executive Assistant

Strides Toronto; Toronto; On-site; CAD 52,000 - 60,000; Full time

Benefits offered by this job

Health, dental, vision coverage and E…

Life and disability insurance

Pension plan with employer matching up

Vacation and sick leave

Parental leave top-up

Hybrid work

Perks and discounts

Job summary

Strides Toronto is seeking an experienced Executive Assistant to support the VPs of People & Transformation and Finance & Administration. This full-time permanent role centers on building efficient systems, coordinating meetings, preparing confidential documents, and ensuring timely follow-up on senior management priorities.

You will manage calendars, prepare materials, and support cross‑department projects and events, from board retreats to staff appreciation.

Qualifications

• Diploma in Business or related field.
• 3 years of experience in an administrative position.
• Excellent organizational and multitasking abilities.
• Ability to handle confidential information with discretion.
• Strong interpersonal skills and engagement.
• Proficient with MS Office, accounting software and collaboration tools.

Responsibilities

• Manage VP calendars and schedules, proactively coordinating and prioritizing meetings and commitments to support the effective use of their time.
• Manage meeting requests from internal and external stakeholders, gathering necessary information and determining appropriate scheduling and priority.
• Provide comprehensive administrative and executive support to the VP, People & Transformation and VP, Finance & Administration, including the preparation, coordination and management of correspondence, reports, presentations, meeting materials and other confidential documents and information.
• Create agendas, take minutes, and prepare correspondence, memos, reports, presentations and other materials related to the People & Transformation and Finance & Administration portfolios.
• Coordinate and support special projects, meetings and events under the direction of the VPs: board retreat, board social, board education events, annual general meeting, staff appreciation event and "all staff" meetings including coordinating staff and volunteer support of these events as required.
• Liaise with internal and external stakeholders, venues, vendors and service providers to coordinate event and project requirements.
• Provide general administrative support, including coordinating meetings, preparing and compiling documents, reports and data, and collaborating with team members to support the effective operation of the VPs’ portfolios and the organization.

Skills

Organizational skills

Multitasking

Interpersonal skills

Discretion

Education

Diploma in Business or related field

Tools

Microsoft Office Suite

Accounting software

Teams

Web-based utilities

Job description

Position Type: Full-Time Permanent

Hours of Work per week: 35 hours

Salary range: $51,699.00 to $60,202.00 per annum

Benefits: we offer generous group employee benefits which includes:

• Comprehensive health, dental, vision coverage and EAP, premium fully paid by organization
• Life and disability insurance
• Defined Contribution Pension plan with employer matching up to 6% based on length of service
• Generous paid time off (Vacation, Sick and Float days)
• Pregnancy/ Parental leave top-up
• Hybrid work flexibility
• Access to employee perks and discounts

ABOUT US

Strides Toronto is a multi-service agency supporting infants, children, youth and young adults from birth to age 29, and their families, primarily across east Toronto. We offer community-based, residential and treatment programs—including mental health counselling, autism services, early intervention, day treatment, education, outreach and community support—using a client-centered, evidence-informed approach. Since 2015, Strides Toronto has served as Toronto's Lead Agency for Infant, Child and Youth Mental Health, partnering with 21 core service providers to provide system leadership, citywide planning, coordinated service delivery and program alignment. Strides Toronto also leads initiatives with broader reach, includingHelp Aheadand theHOPE Strategyacross Toronto andOne Stop Talk/Parlons Maintenant and theProvincial Youth Outreach Worker Programacross Ontario.

ABOUT THE ROLE

This is an existing vacancy for a full-time permanent Executive Assistant (EA) that develops and maintains systems that support the smooth and effective operation of the offices of the VP, People & Transformation and VP, Finance & Administration, including the timely coordination, preparation and follow-up of senior management priorities and activities. The EA provides a broad range of advanced administrative and executive support to the VPs and coordination support to their Senior Management Teams, with a professional and responsive approach. The position includes responsibility for preparing and coordinating meeting materials, notes, presentations, correspondence and other confidential documents.

WHAT YOU WILL DO

• Ensure effective management of the VPs’ calendars and schedules, proactively coordinating and prioritizing meetings and commitments to support the effective use of their time.
• Manage meeting requests from internal and external stakeholders, gathering necessary information and determining appropriate scheduling and priority.
• Provide comprehensive administrative and executive support to the VP, People & Transformation and VP, Finance & Administration, including the preparation, coordination and management of correspondence, reports, presentations, meeting materials and other confidential documents and information.
• Create agendas, take minutes, and prepare correspondence, memos, reports, presentations and other materials related to the People & Transformation and Finance & Administration portfolios.
• Coordinate and support special projects, meetings and events under the direction of the VPs: board retreat, board social, board education events, annual general meeting, staff appreciation event and "all staff" meetings including coordinating staff and volunteer support of these events as required.
• Liaise with internal and external stakeholders, venues, vendors and service providers to coordinate event and project requirements.
• Provide general administrative support, including coordinating meetings, preparing and compiling documents, reports and data, and collaborating with team members to support the effective operation of the VPs’ portfolios and the organization.

THE "MUST HAVES"

The following education, professional memberships and knowledge are a requirement for this role:

• Diploma in Business or related field.
• 3 years of experience related to an administrative position.
• Strong organizational skills, multitasking and prioritizing between competing demands.
• Adaptable and flexible with shifting and changing work requirement.
• Ability to manage confidential and sensitive information.
• Demonstrate interpersonal and engagement skills.
• Strong technology skills in order to operate programs such as Microsoft Office (Word, Excel, Power point, Project, Publisher), accounting software, Teams and other Web based utilities.

THE 'NICE TO HAVES'

While not required, preference will be given to candidates with the following:

• Fluency in another language(s), including sign language.
• Awareness of the role of inclusion, diversity, equity, and accessibility (IDEA) in the workplace and within the community being served by the position.
• An understanding of anti-black racism, anti-oppressive/anti-racism perspective in the context of the social determinants of health.
• Ability to recognize and identify situations where incidents of imbalance of power and privilege may occur and can result in possible negative impacts.

BEFORE STARTING WITH US

As our work puts us in direct contact with youth and vulnerable persons in our community, with health and safety as a priority, the successful candidate must complete or obtain the following before commencement of their employment:

• A Vulnerable Sector police check
• A positive police check does not automatically disqualify an applicant for a position with Strides Toronto. The Police Check will be reviewed and evaluated for the purpose of making a decision on suitability for employment in relation to the specific duties and responsibilities of the position being filled.

WHY JOIN OUR TEAM?

• We provide a hybrid work model and competitive Group Health Benefits and Pension Plan.
• We provide opportunities for growth and professional development.
• We are committed to providing an equitable and inclusive environment where our diverse team members and clients can thrive.
• We have a collaborative and supportive Senior Management Team.
• We set high standards for performance, client outcomes, and implement best practices, which are demonstrated through our accreditation with the Canadian Centre for Accreditation.

Strides Toronto is an equal opportunity employer. We benefit from diversity of lived experiences in the workplace and encourage applications from qualified candidates who reflect the diversity of the communities we serve. Strides Toronto is a participant in the Government of Canada's 50-30 Challenge, a program which challenges organizations to improve access for women and/or non-binary people and other equity-deserving groups, including those identifying as: racialized, Black, and/or people of colour, people with disabilities (including invisible and episodic disabilities), 2SLGBTQ+ and/or gender and sexually diverse individuals, and Aboriginal and/or Indigenous Peoples to increase the representation and inclusion of diverse groups within their workplace.

In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and Strides Toronto's own policies, requests for accommodation will be considered throughout the hiring process.

We thank all applicants however, only those selected for interviews will be contacted.