Executive Assistant & Coordinator

TVO Media Education Group; Toronto; Hybrid; CAD 60,000 - 67,000; Full time

Job summary

TVO Media Education Group is seeking an Executive Assistant & Coordinator to support the CFO and Finance & Corporate Services division. You will manage calendars, coordinate meetings, handle governance materials, and provide light project coordination across strategic priorities.

The role requires strong judgment, confidentiality, and the ability to coordinate priorities among directors, managers, Board members and external stakeholders.

Qualifications

• University degree or equivalent in an appropriate administrative discipline is preferred.
• Minimum of 5 years of demonstrated senior office administration experience in an Executive Assistant role, ideally in a not-for-profit organization or in the public sector.
• Excellent interpersonal, communication, and relationship-building skills, including the ability to influence without formal authority and work effectively with senior leaders, Board and committee members and subject matter experts.
• Experience supporting banking, financial, legal, governance or strategy functions is an asset.
• Good judgement and proven ability to maintain confidentiality and discretion in handling sensitive information.
• A proven track record in successfully managing a large workload with shifting priorities and a healthy degree of ambiguity.
• Excellent planning, organization, time management, and attention to detail, with the ability to manage competing, deadline-driven priorities.
• Advanced computer skills, including Microsoft Excel, Word, Outlook and PowerPoint.
• You live our values: we value bold thinking, we embrace change, we thrive with diverse voices, we honour our commitments, we're better together.

Responsibilities

• Manage the CFO’s day-to-day schedule, meeting cadence, agenda planning, priority setting and meeting support with a high degree of professionalism, discretion and confidentiality, including monitoring correspondence and incoming requests, flagging time-sensitive matters and determining the appropriate referral or response path.
• Anticipate CFO needs, monitor key deliverables and deadlines, and proactively follow up with internal and external stakeholders to ensure commitments are met.
• Coordinate Board and committee materials, meeting logistics, follow-up actions and related governance documentation in support of the CFO, working with the Board Secretary as required.
• Maintain divisional records, governance documents, approvals, agreements, banking documents and document repositories, ensuring organization, retention, version control and accessibility.
• Coordinate approval, signature and execution processes for agreements, governance documents, banking documents and other key corporate records, including tracking status and timely completion.
• Provide project coordination and light project management support for CFO priorities, strategic initiatives and special projects with divisional or organizational impact, including coordinating stakeholder input, monitoring timelines and deliverables, preparing leadership status reports, and supporting project documentation and close-out.
• Track key dates, deadlines, renewals, policy review cycles, reporting obligations, governance requirements, vacations and action items across the Finance & Corporate Services portfolio.
• Prepare presentations, reports, briefings, Board and committee materials, official filings and other documentation as required.
• Support travel, itineraries, expense claims, invoice payment, budget monitoring and other administrative processes for the CFO and Finance & Corporate Services division.
• Provide limited administrative and coordination support to the Vice-President, Strategy, including meeting coordination, preparation of materials, action tracking and follow-up on selected strategic priorities and initiatives.
• Other duties as assigned

Skills

Executive support

Calendar management

Coordination

Light project management

Stakeholder management

Discretion & confidentiality

Education

University degree or equivalent

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Job description

Position Title: Executive Assistant & Coordinator

Employment Type: Full-Time Staff | Non-Union

Annual Salary Range: $60,000 - $67,000

Division: Finance & Corporate Services

Location: 2180 Yonge Street, Toronto, ON

TVO Media Education Group ( TVO ) is devoted to inspiring learning that changes lives and enriches communities. We are an internationally recognized digital learning organization that strives to engage, inform, and educate Ontarians of all ages.

Who we are

We are an agency of the Ontario Ministry of Education and a registered charity that contributes to learning, civic engagement, and public service media across Ontario. We provide free, trusted, and accessible educational content that can support Ontarians of all ages, regardless of background, location, or circumstance. To fulfill our mandate, TVO delivers curriculum-connected resources through TVO Learn and TVOkids, offers Ontario's largest online high school through TVO ILC, and produces journalism, documentaries, current affairs programming, and podcasts with TVO Today that help Ontarians understand the issues shaping their communities.

What we're looking for

As Executive Assistant & Coordinator reporting to the Chief Financial Officer (CFO), you will provide senior administrative, coordination and light project management support to the CFO and the Finance & Corporate Services division. You will also provide limited administrative and coordination support to the Vice-President, Strategy, for selected priorities and initiatives, with priorities and workload coordinated through the CFO.

This role requires strong judgment, discretion and the ability to coordinate priorities and maintain momentum across directors, managers, Board and committee members, subject matter experts and other internal and external stakeholders. The successful candidate will be comfortable coordinating deliverables, tracking commitments and tactfully following up to keep divisional and cross-functional priorities moving.

How you will make an impact

• Manage the CFO’s day-to-day schedule, meeting cadence, agenda planning, priority setting and meeting support with a high degree of professionalism, discretion and confidentiality, including monitoring correspondence and incoming requests, flagging time-sensitive matters and determining the appropriate referral or response path
• Anticipate CFO needs, monitor key deliverables and deadlines, and proactively follow up with internal and external stakeholders to ensure commitments are met
• Coordinate Board and committee materials, meeting logistics, follow-up actions and related governance documentation in support of the CFO, working with the Board Secretary as required
• Maintain divisional records, governance documents, approvals, agreements, banking documents and document repositories, ensuring organization, retention, version control and accessibility
• Coordinate approval, signature and execution processes for agreements, governance documents, banking documents and other key corporate records, including tracking status and timely completion
• Provide project coordination and light project management support for CFO priorities, strategic initiatives and special projects with divisional or organizational impact, including coordinating stakeholder input, monitoring timelines and deliverables, preparing leadership status reports, and supporting project documentation and close-out
• Track key dates, deadlines, renewals, policy review cycles, reporting obligations, governance requirements, vacations and action items across the Finance & Corporate Services portfolio
• Prepare presentations, reports, briefings, Board and committee materials, official filings and other documentation as required
• Support travel, itineraries, expense claims, invoice payment, budget monitoring and other administrative processes for the CFO and Finance & Corporate Services division
• Provide limited administrative and coordination support to the Vice-President, Strategy, including meeting coordination, preparation of materials, action tracking and follow-up on selected strategic priorities and initiatives
• Other duties as assigned

What you will bring to TVO

• University degree or equivalent in an appropriate administrative discipline is preferred
• Minimum of 5 years of demonstrated senior office administration experience in an Executive Assistant role, ideally in a not-for-profit organization or in the public sector
• Excellent interpersonal, communication, and relationship-building skills, including the ability to influence without formal authority and work effectively with senior leaders, Board and committee members and subject matter experts
• Experience supporting banking, financial, legal, governance or strategy functions is an asset
• Good judgement and proven ability to maintain confidentiality and discretion in handling sensitive information
• A proven track record in successfully managing a large workload with shifting priorities and a healthy degree of ambiguity
• Excellent planning, organization, time management, and attention to detail, with the ability to manage competing, deadline-driven priorities
• Advanced computer skills, including Microsoft Excel, Word, Outlook and PowerPoint
• You live our values: we value bold thinking, we embrace change, we thrive with diverse voices, we honour our commitments, we're better together

What we offer

Working at TVO, you'll have the opportunity to do meaningful work that impacts millions of Ontarians. You'll belong to a diverse, tight-knit community of talented colleagues who share a passion for education. With learning at the centre of everything we do, we invest in developing our people and promoting a culture of continuous learning. You might even get to meet Polkaroo!

We hope you'll consider joining us.

Applications will be accepted until 4:00pm on September 18, 2026.

Please Note:

We are hiring for an existing vacancy on our team and expect to move forward with screening and interviewing candidates shortly after the posting closes.

The posted salary range reflects the target hiring range for the position. Final compensation will be determined based on a number of factors including qualifications, relevant experience, and internal equity.

TVO does not use artificial intelligence (AI) or automated decision-making tools to screen, assess, or select candidates. All applications are reviewed by the hiring team.

Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process (e.g., including alternate formats of materials, accessible meeting rooms). If you are seeking accommodations during the application or interview process, please advise us as soon as possible so that appropriate arrangements can be made by sending your request to [e-mail] .