Manager, Executive Office and Facilities Operations

Eva's; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading youth support charity in Toronto is seeking a Manager, Executive Office and Facilities Operations to oversee executive office functions and facilities operations. The ideal candidate will have strong organizational, project management, and communication skills, as well as experience in governing roles. Join this important organization to help impact youth experiencing homelessness. Competitive salary and benefits offered.

Benefits

Competitive salary

Health benefits

Professional development opportunities

Qualifications

• Exceptional organizational, project management, and communication skills are essential.
• Ability to manage multiple priorities and anticipate issues.
• Experience in executive office administration and facilities management is preferred.

Responsibilities

• Coordinate the Executive Director’s office and oversee governance functions.
• Manage facilities operations across all EVA sites.
• Lead multiple projects ensuring timelines and deliverables are met.

Skills

Organizational skills

Project management

Communication skills

Problem-solving

Education

Relevant degree or equivalent experience

Job description

THE OPPORTUNITY

Join one of the Top 10 Canadian Youth Impact Charities of 2022 today! Since 2010, Charity Intelligence has awarded Eva’s with high marks for financial transparency, accountability to donors and cost-efficiency. Learn more about Eva’s Initiatives and the work that we do.

About Us - Eva's Initiatives for Homeless Youth (evas.ca)

The Manager, Executive Office and Facilities Operations is a critical member of Eva’s management team, directly supporting the Executive Director (ED) and overseeing facility operations across EVA’s sites. This position ensures the seamless functioning of the Executive Office while driving efficiency, consistency, and accountability in the management of EVA’s facilities, enabling the organization to deliver its mission of supporting youth experiencing or at risk of homelessness.

The role is responsible for ensuring all administrative, governance, and stakeholder engagement activities of the Executive Office are delivered with excellence and precision. The Manager provides advanced support to the Executive Director, coordinates all governance-related activities with EVA’s Board of Directors and Committees, and ensures consistent executive-level communications and reporting.

In parallel, the position oversees EVA’s facilities operations across all sites (Eva’s Place, Eva’s Satellite, Eva’s Phoenix, and YOUth Belong properties), ensuring that safety, maintenance, space utilization, and administrative standards are consistently applied. The Manager partners closely with internal stakeholders, vendors, and external partners to ensure facilities are well-maintained, compliant, and aligned with EVA’s strategic and operational needs.

This position requires exceptional organizational, project management, and communication skills, along with the ability to manage multiple priorities, anticipate issues, and deliver solutions proactively. The Manager reports directly to the Executive Director and ensures that the Executive Office and EVA’s facilities operations operate efficiently, securely, and in alignment with organizational goals.

Expectations

The Manager, Executive Office and Facilities Operations is expected to:

• Serve as the central coordinator for the Executive Director’s office, ensuring deliverables, commitments, and communications are managed to the highest standards.
• Oversee all governance functions, ensuring EVA’s Board and Committees are effectively supported, and all documentation, materials, and records are accurate, timely, and accessible.
• Ensure facilities across all EVA sites are safe, operationally efficient, and aligned with EVA’s health, safety, and equity requirements.
• Drive administrative consistency across all locations by developing and enforcing efficient protocols and practices.
• Demonstrate proactive problem-solving, balancing priorities of the Executive Office with organizational operational needs.

Responsibilities

Executive Office Management

• Manage all services and functions of the Executive Office, including scheduling, calendar management, travel, logistics, and administrative processes for the ED and Senior Director of Programs & Services.
• Plan and oversee Board and Committee meetings: preparing agendas, coordinating logistics, distributing materials, taking minutes, and ensuring accurate recordkeeping.
• Maintain the stakeholder registry and manage all communications on behalf of the ED, including with Board members, funders, donors, government partners, and community leaders.
• Coordinate tracking and reporting requirements for City contracts, ensuring motions and approvals are brought to the Board in compliance with governance requirements.
• Oversee processing of executive office administrative expenses and ensure effective use of resources.
• Lead the development and implementation of efficient administrative practices across EVA’s sites.

Facilities Operations Oversight

• Oversee the operations, safety, and maintenance of EVA’s facilities (Eva’s Place, Eva’s Phoenix, Eva’s Satellite, YOUth Belong properties).
• Partner with the Sr. Manager, Facilities & Safety and site leaders to ensure facility compliance with health, safety, and accessibility standards.
• Implement consistent facilities management protocols across sites, ensuring alignment with organizational goals.
• Monitor and coordinate vendor contracts, repairs, and maintenance schedules to minimize disruptions and maximize efficiency.
• Support strategic planning and resource allocation for EVA’s facilities, ensuring they meet the evolving needs of programming and youth services.

Project and Stakeholder Management

• Manage multiple projects and assignments simultaneously, ensuring deliverables are clearly defined, prioritized, and achieved.
• Lead special projects assigned by the Executive Director, including cross-functional initiatives requiring collaboration with internal and external stakeholders.
• Provide staff support to Board and Committee initiatives and other organizational projects as required.

Key Accountabilities

• Efficient and professional delivery of all Executive Office functions, ensuring the ED’s time and commitments are maximized for mission impact.
• On-time delivery of Board and Committee logistics, agendas, and materials, with accurate minutes and records maintained.
• Compliance with governance and contract reporting requirements, ensuring motions and reports are delivered to the Board for approval.
• Safe, well-maintained, and compliant facilities across all EVA sites.
• Consistent administrative and facility practices applied across EVA’s locations.
• Positive and timely communications with internal and external stakeholders, enhancing EVA’s reputation.
• Delivery of assigned projects within scope, timeline, and budget.

Key Metrics

• Governance & Board Support 25%
• Executive Office Effectiveness 25%
• Facilities Operations 25%
• Stakeholder Engagement 15%
• Project Management 10%

See the full job posting here https://www.evas.ca/employment/