Executive Assistant – IL

TNG Community Services; Toronto; On-site; CAD 60,000 - 85,000; Full time

Job summary

The Neighbourhood Group (TNG) is seeking an Executive Assistant to provide senior-level administrative support to the VP, Independent Living and Privacy Officer. You will coordinate calendars, meetings, and briefs, while guiding administrative staff within the portfolio to ensure efficient operations and timely reporting to leadership and funders.

Ideal candidates will have 3+ years in executive support, strong MS Office skills, and a proven ability to handle confidential information with

Qualifications

• Post-secondary education in Business Administration, Health Administration or related field, or equivalent experience.
• Minimum 3 years of progressive executive support experience, preferably in health care or not-for-profit sectors.
• Experience supervising or coordinating administrative staff, ideally in a unionized environment.
• Strong MS Office skills and ability to manage confidential information with discretion.

Responsibilities

• Provide confidential executive and administrative support to the VP and Directors.
• Coordinate meetings, calendars, agendas, minutes, action items, and briefs.
• Develop and maintain administrative processes, templates, and tracking tools.
• Support reporting, data collection, documentation, and external partner communications.
• Assist with quality improvement, compliance, and performance reporting initiatives.
• Coordinate administrative aspects of projects, policies, and program initiatives.
• Support purchasing, invoices, office operations, vendors, and related tasks.
• Identify gaps and propose improvements to efficiency and accountability.
• Maintain confidentiality of client, staff, and organizational information.
• Provide vacation coverage and adapt duties to departmental needs.

Skills

Administrative coordination

Calendar management

Documentation

Communication skills

Discretion & confidentiality

Stakeholder liaison

Meeting coordination

Time management

Education

Business or Health Admin bachelor's degree

Tools

Word

Excel

Outlook

Teams

PowerPoint

Job description

JOB OPPORTUNITY Job# TNG2026-145

DEPARTMENT: Independent Living Services

STATUS: Regular Full-Time, Non-Bargaining Unit

# HRS / WEEK: 35

CONTRACT DATES: n/a

REPORT TO: VP, Independent Living and Privacy Officer

GENERAL DESCRIPTION: The Neighbourhood Group (TNG) is a multi-service, non-profit organization providing integrated health, social, and community services across Toronto. Independent Living is a core TNG portfolio delivering community-based and Home Care supports that enable seniors and adults to live safely and independently. Programs include Adult Day Programs (ADP), Seniors Active Living Centres (SALC), transportation services, Meals on Wheels, and Case Management, Home Care, Supportive Housing, transitional care and Assisted Living Services.

Position Summary

The Executive Assistant provides senior-level administrative and operational support to the VP, Independent Living and Privacy Officer. The position also coordinates and manages administrative staff within the portfolio to ensure effective, consistent, and timely administrative operations. The Executive Assistant serves as a key coordination point between the VP’s office, Directors, managers, administrative staff, internal departments, and external partners.

Key Responsibilities

• Provide confidential executive and administrative support to the VP and Directors.
• Coordinate meetings, calendars, agendas, minutes, action items, correspondence, presentations, and briefing materials.
• Develop and maintain efficient administrative processes, systems, templates, and tracking tools across Independent Living.
• Coordinate and support reporting, data collection, documentation, and information required by senior leadership, funders, and external partners.
• Support quality improvement, compliance, performance reporting, audits, surveys, and organizational initiatives.
• Coordinate administrative aspects of projects, policies, and program initiatives.
• Support purchasing, invoices, office operations, equipment, vendors, and other administrative requirements.
• Identify administrative gaps and recommend improvements to strengthen efficiency, accountability, and service quality.
• Maintain confidentiality of client, employee, financial, and organizational information.
• Willingness/flexibility to alter work schedules and regular duties to accommodate the needs of the department and/or Agency.
• Provide vacation coverage for other EAs with in TNG when needed.
• Other duties as assigned by the VP.

Qualifications

• Post-secondary education in Business Administration, Health Administration, Office Administration, preferably a bachelor's degree or a related field, or equivalent experience.
• Minimum 3 years of progressive administrative or executive support experience, preferably in health care, home care, community services, or the not-for-profit sector.
• Previous experience supervising or coordinating administrative staff, preferably in a unionized environment.
• Experience supporting senior leaders and managing multiple priorities.
• Excellent Microsoft Office skills, including Word, Excel, Outlook, Teams, and PowerPoint.
• Experience with reporting, data tracking, meeting coordination, and process improvement.
• Demonstrated ability to handle confidential information with discretion. Strong organizational, time-management, prioritization, interpersonal, problem-solving skills, and coordination skills, with the ability to manage multiple competing priorities and deadlines.
• Excellent written and verbal communication skills, with demonstrated ability to prepare clear, concise, accurate, and professional correspondence, reports, presentations, and briefing materials.
• Demonstrated ability to communicate effectively and professionally with a wide range of individuals, including staff, managers, senior leaders, government representatives, community partners, service providers, and other stakeholders.
• Strong attention to detail and demonstrated ability to maintain accurate records and documentation.
• Knowledge of Ontario health, home care, or community services sector is an asset.
• Project coordination experience and PMP certification are an asset.

TNG is committed to reflecting the communities we serve and to nurturing a respectful and inclusive work environment for all. We encourage qualified applicants of all ages, races, colours, ethnic origins, religions, abilities, gender identities, gender expression and sexual orientations to apply. Candidates invited for an interview are encouraged to inform Human Resources in confidence of their accommodation requirement. This job posting is for an existing vacancy.