Executive Assistant (Early Learning & Care)

Macaulay Centres; Toronto; Hybrid; CAD 60,000 - 69,000; Full time

Benefits offered by this job

Health & dental benefits

Paid time off

Job summary

Macaulay Centres for Children is seeking an Executive Assistant to provide senior-level administrative support to the Program Director and Managers. The role is based at the Head Office in Toronto and requires handling documents, reports, meeting coordination, and cross-team collaboration.

The successful candidate will manage agendas, minutes, and reporting requirements while ensuring confidentiality and high organization standards.

Qualifications

• University degree or college diploma in business or office administration, or equivalent.
• 2 years of administrative experience supporting senior leaders.
• Excellent interpersonal, written and verbal communication and listening skills.
• Proficiency with Microsoft Office, internet and email.

Responsibilities

• Provide administrative support to Program Director, Managers and Supervisors with word processing, spreadsheets, marketing materials, and document management.
• Prepare agendas and minutes for management and committee meetings.
• Maintain CCIS and CCLS, update information, upload documents and run standard reports.
• Assist with reports/statistics for Ministry, Toronto Children’s Services and funders.
• Support preparation of applications and opening of new programs; coordinate central teams’ functions.
• Coordinate special events and training; prepare presentations and memos for the Program Director.

Skills

Interpersonal communication

Written and verbal communication

Time management

Teamwork

Problem solving

Adaptability

Education

University degree/College diploma in business/office administration

Tools

Microsoft Office Suite

CCIS

CCLS

Job description

Executive Assistant (Early Learning & Care)

Perm. Full-Time Head Office, Toronto, ON, CA

Salary Range: $59,565.00 To $68,724.00 Annually

Executive Assistant (Early Learning & Care)

Permanent Full Time

REQUIRED HOURS: 7 Hours/Day

START DATE/TERM: Immediately

NUMBER OF POSITIONS: 1

VACANCY: New

REPORTS TO: Director, Early Learning and Care

POSITION SUMMARY:

The Executive Assistant will provide senior level administrative support to the Program Director and Managers of programs.

This position is based at Macaulay Centres for Children Head Office ( 2010 Eglinton Ave W. Toronto, ON M6E 2K3)

RESPONSIBILITIES:

• Provide administrative support to Program Director, Managers, and Supervisors with word processing, spread sheets, marketing materials, flyers, agency forms, and maintain master copies of documents
• Prepare agendas and minutes of Program’s Management teams meetings and committee meetings, as needed.
• Maintains the Child Care Information System (CCIS) and Child Care Licensing System (CCLS), updates information, uploads documents and runs standard reports
• Prepare or assist with preparing reports and statistics as required by the Ministry of Education, Toronto Children’s Services, United Way and other funders
• Assists with preparation of Expression of Interest or other application for new programs and services
• Assists with opening new programs; support in coordination of all central teams’ functions
• Supports the coordination of special events and training.
• Prepare and edit presentations, reports, and memos on behalf of Program Director.
• Conduct research and analysis on issues of interest to the Program Director
• Assist in other administrative tasks assigned
• Other general administrative tasks including, but not limited to:
  • General filing and document retrieval using electronic system as required
  • Provides coverage and back up as required
  • Supports special projects as assigned

General

• Attend agency staff meetings and training, team meetings and special events
• Maintain optimal attendance at work
• Work in compliance with all applicable regulations and laws
• Comply with all Macaulay policies, practices and quality standards
• Work to further Macaulay’s mission, vision, values and strategic directions
• Perform other tasks as delegated or assigned

QUALIFICATIONS:

• University degree, College diploma/certificate or an equivalent combination of education/experience in business and or office administration
• 2 years related administrative experience supporting senior leaders
• Excellent interpersonal, written and verbal communication and listening skills
• Proven intermediate to advanced technical skills utilizing Microsoft Office Suite, internet and e-mail
• Ability to take direction with the ability/flexibility to adapt to multiple business requirements and changing priorities
• Strong organizational capabilities and time management skills to manage multiple projects with the ability to multi task and prioritize effectively
• Demonstrates a high degree of initiative and problem solving with keen attention to details
• Highly motivated to continually strive for excellent results including on-going improvements to work processes
• Ability to apply sound judgment to a variety of situations demonstrating tact and diplomacy
• Meticulous records maintenance skills
• Demonstrated ability to build and maintain effective work partnerships with colleagues of diverse backgrounds, abilities and identities
• Highly skilled to manage confidentiality and privacy diplomatically
• Proficiency in the use of the English language, both oral and written is required
• Able to work independently and within a team environment
• Available to work flexible hours including 2-3 evenings per month and occasional weekends
• Experience working with a board of directors and or not-for-profit sector would be an asset

SALARY: Executive Assistant Salary Scale (starting at $32.73/hour ($59,565 - $68,724 per annum)) with Competitive Benefits Package (health & dental), and paid time off entitlements (starting at 20 vacation days & 3 float days).

THIS POSITION IS NOT WITHIN THE CUPE LOCAL 2563 BARGAINING UNIT.

Macaulay Centres for Children values the diversity of people and communities and is committed to excellence and inclusion. We welcome qualified individuals who contribute to the diversity of our staff group.

Macaulay Centres for Children offers accommodation for applicants with disabilities in its recruitment process. If you are contacted by the agency regarding a career opportunity, please advise if you require accommodation.

We thank all applicants for their interest in our organization, however only those selected for an interview will be contacted.

This document is available in alternate formats upon request.

Macaulay Centres for Children is committed to service and employment equity.