Executive Assistant

OFIFC; Toronto; On-site; CAD 70,000 - 82,000; Full time

Benefits offered by this job

Health benefits after probation

Health Spending Account

Lifestyle Spending Account

Job summary

OFIFC, located at 219 Front St E, Toronto, ON, seeks an experienced Administrative Assistant to provide comprehensive support to Directors. The role covers diary management, meeting coordination, documentation, and records control within an Indigenous-focused organization.

You will maintain calendars, draft documents, manage communications and ensure efficient office operations while upholding OFIFC’s confidentiality and standards.

Qualifications

• High school diploma or GED is required.
• 3–5 years of executive administrative experience is required.
• Post-secondary education in office administration desirable.
• Experience in Indigenous organisations is an asset.
• Strong confidentiality and initiative required.
• Excellent communication and time-management skills.

Responsibilities

• Manage Directors’ schedules, appointments, meetings, conferences and travel arrangements.
• Screen and distribute incoming communications and handle calls.
• Draft, format and distribute documents, spreadsheets and presentations.
• Prepare meeting agendas and materials; attend meetings as required.
• Record, transcribe and distribute minutes.
• Maintain records in the Records Management system and organize databases.
• Research, obtain quotes and purchase materials as needed.

Education

High school diploma/GED

Post-secondary education in office administration desirable

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Microsoft Office Suite

Job description

OFIFC
219 Front St E
Toronto, ON M5A1E8, CAN

Description

Please note: This job posting will close on September 21, 2026, at 5 PM and this posting is for an existing vacancy.

Objective:

To provide administrative and scheduling support to OFIFC Directors’ that require greater sensitivity to time and more finesse, as well as office duties ensuring administrative support and office requirements are met.

• Ensuring that the department activities and day-to-day administrations are facilitated efficiently and in a timely manner.

Key Responsibilities:

• Manages and maintains Directors’ schedules, appointments, meetings, conferences and travel arrangements;
• Monitors, screens, responds to and distributes incoming communications;
• Answers and manages incoming calls;
• Drafts, prepares, formats and distributes a variety of word documents, spreadsheets, and presentations as required;
• Attends meetings as required and ensures that agendas, kits and other meeting materials are prepared;
• Records, transcribes and distributes minutes of meetings;
• Files and retrieves documents and reference materials in accordance with OFIFC’s Records Management system;
• Designs and maintains databases;
• Researches, obtains quotes, and purchases materials as required.

Office Administration and Coordination (25%)

• Coordinates and delegates time workload priorities, activities and compliance with deadlines of Administrative Assistants to ensure appropriate OFIFC administrative support;
• Ensures the Administrative Assistants consistently and regularly maintain OFIFC files, materials, records and administration processes;
• Monitors and updates OFIFC records and Records Management systems;
• Ensures the OFIFC communication and OFIFC templates are correct, professional and follows OFIFC’s style guide;
• Researches, drafts and recommends practices to improve operational efficiencies and reduce costs.

Education/Work Experience:

• High school diploma/GED
• Over 3, up to and including 5 years of executive administrative experience.
• Post-secondary education in office administration or a related discipline desirable.
• Past experience working in an Indigenous organisation is considered an asset.
• Confidentiality
• Proactive & Takes Initiative
• Judgment & Decision Making
• Effective Team Player
• Knowledge of practices and systems within Administration and Records Management.
• Superior organisational, scheduling and time management skills.
• Excellent communication skills (including listening, oral, written and telephone/email).
• Proven ability to effectively coordinate administrative responsibilities.
• High proficiency in Microsoft Office Suite (Word, Excel, Access, etc.)

What we offer:

• Culture-based organization
• Hiring Range: $70,000 - $73,850
• Full Pay Range: $70,000 - $82,000
• Comprehensive Health benefits after the probationary period including Health Care Spending Account & Lifestyle Spending Account (100% Employer paid)

The OFIFC is committed to building a skilled and diverse workforce; we promote employment equity and encourage applicants to indicate if you belong to one of the four designated employment equity groups Women, Indigenous peoples, Persons with disabilities, or Members of visible minorities when you apply.

Preference will be given to qualified Turtle Island Indigenous people including members of First Nations, Inuit and Métis (recognized by the Metis National Council). Applicants claiming Indigenous ancestry will be required to provide supporting documentation to substantiate their claim.

Accommodation:

The OFIFC is committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

Candidates who participate in an interview will be informed of the outcome of their candidacy within 45 days following their final interview.

OFIFC does not use artificial intelligence or automated decision-making tools in the screening or selection of candidates for this position.

Pre-screen Interviews are scheduled to start September 23 – 30, 2026.

Formal interviews are scheduled to take place October 5 – 16, 2026.