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

Azrieli Foundation; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A prominent philanthropic organization in Toronto is seeking an Executive Assistant to support the Managing Director with administrative duties and project management. The ideal candidate will have 3-5 years of experience, preferably in the arts or non-profit sectors, and should be detail-oriented and bilingual in English and French. This role emphasizes collaboration and proactive support within the organization.

Qualifications

• 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.
• Strong project management skills and managing multiple priorities.

Responsibilities

• Manage calendar, travel arrangements, and scheduling for the Managing Director.
• Prepare, edit, and coordinate documentation for strategic decision-making.
• Provide project management support for key initiatives.

Skills

Project management

Bilingual (English/French)

Communication skills

Microsoft Office Suite

Detail-oriented

Education

3-5 years in executive support or project coordination

Tools

CRM platforms

Job description

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
• Excellence
• 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.