Executive Assistant, Managing Director, Azrieli Music, Arts& Culture Centre

Jewish Toronto; Toronto; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A prominent arts organization in Toronto seeks an Executive Assistant to the Managing Director. The role includes supporting operations, managing schedules, and facilitating communications. The ideal candidate should possess strong project management skills, attention to detail, and ideally be bilingual in English and French. This full-time, hybrid position offers the chance to engage with the arts sector meaningfully.

Benefits

Compassionate work environment

Professional development opportunities

Qualifications

• 3-5 years of experience in executive assistant or project coordination role.
• Bilingual (English / French) is preferred, but not required.
• Advanced proficiency with Microsoft Office Suite is essential.

Responsibilities

• Manage calendar, travel arrangements, and scheduling.
• Prepare, edit, and coordinate briefing notes and presentations.
• Track action items and ensure timely execution of tasks.

Skills

Project management skills

Exceptional written and verbal communication

Organizational skills

Education

3-5 years of experience in an executive assistant role

Tools

Microsoft Office Suite

Job description

Position Overview : Executive Assistant to the Managing Director, Azrieli Music, Arts and Culture Centre

Position Type : Full-Time, Based in Toronto, Hybrid

• 3days / week in office)

Reports To : Jason Van Eyk, Managing Director

The Azrieli Foundation is one of Canada’s largest philanthropic foundations, supporting initiatives in education, science & healthcare, research and the arts. Through strategic grants and partnerships, we strive to foster innovation, empowerment and drive positive change within these critical sectors in Canada and Israel.

The Azrieli Music, Arts and Culture Centre (AMACC) is a catalyst, key funder and strategic partner in creating a resilient, impactful and connected arts sector, where all Canadians can experience and deepen their relationship to the arts. Over the next five years (2025-2030), AMACC’s primary goal is to foster a more accessible arts sector, where more Canadians can engage with excellent arts experiences that reflect their cultural needs and advance their quality of life and learning.

Position Summary

The Executive Assistant (EA) will play a critical role in ensuring the smooth and efficient operations of the AMACC by providing high-level executive and project management support to the Managing Director. As a trusted partner, the EA will act with discretion, diplomacy, and excellent judgment in supporting both internal operations and external engagements.

The ideal candidate will bring a proactive and experienced approach to administrative support, meeting preparation, documentation, coordination of external relations, and will serve as a key liaison with the Centre’s advisory council and sector partners. The preferred candidate will be bilingual (English / French), but if you are a great fit otherwise, we’d still encourage you to apply.

Key Responsibilities

Executive Administrative Support

Manage the calendar, travel arrangements, and scheduling of internal and external meetings for the Managing Director and team members

Prepare, edit, and coordinate briefing notes, presentations, reports, and other documentation to support strategic decision-making and program activities

Maintain contact databases, tracking engagements, and supporting relationship stewardship activities

Track action items and follow-ups to ensure timely execution and alignment with AMACC priorities

Direct or handle inbound inquiries from external partners and prospective grantee organizations, triaging requests and working to ensure smooth and timely responses

Maintain well-organized electronic and physical filing systems

Project and Operational Support

Provide high-functioning project management support for key initiatives and special projects led by the Managing Director

Coordinate timelines, stakeholders, and resource tracking to ensure milestones are met on various projects and tasks as directed by the Managing Director

Work with the broader AMAAC team and Grants staff of the Foundation to meet AMAAC objectives

Collaborate with other Azrieli Foundation departments and administrative staff to ensure seamless internal communications and operational alignment

Support thoughtful, effective and timely administration and logistics of the AMACC Advisory Council, including meeting scheduling, agenda preparation, minutes, and materials distribution

Serve as the primary point of contact for Advisory Council members regarding all scheduling and information requests regarding AMAAC

Support the expense reporting process for the AMAAC team

Support the grants payments process for the AMAAC team

Qualifications and Competencies

3-5 years of experience in an executive assistant, senior administrative, or project coordination role; experience in the arts, philanthropy, or non-profit sector is an asset

Bilingual (English / French) is preferred, but not required

Strong project management skills and experience managing multiple priorities in a fast-paced, dynamic environment

Exceptional written and verbal communication abilities; highly detail-oriented.

Demonstrated discretion, sound judgment, and a mature, diplomatic approach in handling sensitive information and relationships

Proactive and resourceful, with a commitment to excellence and continuous improvement

Advanced proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel), and familiarity with project management or CRM platforms

Ability to work independently and collaboratively as part of a team

Attributes and Personal Characteristics

High level of professionalism, integrity, and discretion

Ability to anticipate needs and be proactive

Highly organized, efficient, and solutions-oriented

Strong interpersonal skills and a collaborative spirit. A deep respect for and interest in the arts and culture sector

Our Values – Azrieli Music, Arts and Culture Centre

The Azrieli Music, Arts and Culture Centre (AMACC) is a program of the Azrieli Foundation and shares in the Foundation’s commitment to creating meaningful, lasting impact through philanthropic leadership. AMACC brings a distinct focus and approach informed by the unique needs, opportunities, and communities within the arts and culture sector.

Excellence - We are on a quest for the exceptional : in ourselves, in our partners and in our grantees. We remain open to new definitions of excellence, recognizing that it will show up in different ways within a rapidly changing, increasingly inclusive, arts sector

Inclusive - From the most vulnerable to the most exceptional, we all have a contribution to make

Inspired - We are motivated by our work, and the work of our grantees, to keep a creative outlook and always grow closer to our goals

Intercultural - We value the unique perspectives of different cultures and approach them with curiosity, care, reciprocity and respect

Innovative - We are not afraid to challenge the status quo, to fail and to learn in the pursuit of better solutions to the arts sector's challenges

How We Work – Azrieli Music, Arts and Culture Centre

The Azrieli Music, Arts and Culture Centre translates its values into action through a set of principles that guide our relationships, decisions, and investments.

Not going it alone – Working with other funders and partners for greater impact

Seeding the garden – Discover, seed, test, scale and encourage new things to emerge

Deepening inter-sectoral connections – Working with other sectors to achieve our big audacious goal

Investing in Jewish arts & culture and Indigenous communities – Prioritizing support for Jewish arts & culture and Indigenous organizations and creators

Building core relationships – Building connections across community, bringing sector actors together

Living Our Values – The Azrieli Foundation

The Azrieli Foundation’s values are the bedrock of our culture. They shape how we work, how we collaborate and how we make decisions—every single day. Those who succeed at the Azrieli Foundation exemplify the core principles of :

Integrity & respect

Taking on big challenges

Passion for making a difference

Results-oriented mindset

Sustainable impact

Inclusivity and Accessibility

Living our values means creating a workplace where everyone feels respected, supported and empowered to contribute. Our commitment to equity, diversity and inclusion is one way we put those values into practice.

We are committed to creating a diverse and inclusive workplace and value diverse backgrounds, abilities and ways of thinking. Diversity and inclusion make our organization strong, productive and innovative. Applicants with lived experience who identify as neurodivergent are strongly encouraged to apply.

We are committed to creating inclusive and barrier-free recruitment and selection processes. If you require an accommodation during the application or recruitment process, please reach out to [e-mail] .

About the Foundation :

Driven by a strong belief in philanthropy’s powerful role and responsibility, the Azrieli Foundation empowers people by supporting a broad range of organizations, facilitating innovative outcomes and increasing knowledge and understanding in the search for practical and novel solutions.

With a firm conviction that everyone has potential, we work to open doors, break ground and nurture networks, empowering the most vulnerable to the most exceptional to achieve their best and contribute to society.

In addition to strategic philanthropic investments, the Azrieli Foundation operates several initiatives including the Azrieli Fellows Program, the Canadian Centre for Caregiving Excellence, the Holocaust Survivor Memoirs Program, the Azrieli Music, Arts and Culture Centre and others.

Application Instructions :

Please apply on the Foundation website here :

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