Sr Executive Assistant

Ontario Federation of Indigenous Friendship Centres; Toronto; On-site; CAD 80,000 - 85,000; Full time

Job summary

A thriving culture-based organization seeks an Executive Assistant to support the Executive Director. The position involves managing schedules, providing administrative support, and contributing to a diverse workplace that values Indigenous cultures. Competitive salary range of $80,000 to $84,400 with additional benefits.

Benefits

Comprehensive Health benefits after probation

Health Care Spending Account

100% Employer paid Lifestyle Spending Account

Qualifications

• Over 5 years of senior executive administrative experience.
• Experience in overseeing budgets and expenses.
• Experience working in an Indigenous organization is considered an asset.

Responsibilities

• Manage professional and personal scheduling for CEO.
• Coordinate complex scheduling and calendar management.
• Attend Board meetings and prepare meeting minutes.

Skills

Confidentiality & Dependability

Proactive & Takes Initiative

Judgment & Decision Making

Effective Team Player

Outstanding organisational skills

Excellent communication skills

High proficiency in Microsoft Office Suite

Education

High school diploma / GED

Post-secondary education in office administration or a related discipline

Job description

Please note : This job posting will close on June 12, 2025, at 5 PM and this posting is for an existing vacancy.

Objective :

To provide administrative and scheduling support to Executive Director that requires greater sensitivity to time and more finesse, as well as ensuring administrative support requirements are met.

• Ensuring that the ED’s day-to-day calendar, activities and administrations are facilitated efficiently, effectively and in a timely manner; and
• Ensuring administrative processes are aligned with OFIFC’s long-range strategic

Key Responsibilities :

CEO Administrative Support (80%) :

• Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, and other company logistics
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
• Drafts, prepares, formats, and distributes a variety of Word documents, spreadsheets, and presentations as required;
• Ensures that the CEO be kept aware of schedules, meetings, appointments, and that required materials are provided;
• Ensures appropriate follow-up on tasks and assignments delegated by the CEO;
• Schedules, coordinates, reconciles, and sets up internal / external meeting room logistics involving senior-level executives and / or Government Officials;
• Attends meetings as required and ensures that agendas and other meeting materials are prepared;
• Updates and maintains electronic databases (contact lists, CEO assigned work) and CEO Outlook calendar;
• Assists CEO in the management of issues / files by ensuring issues are tracked, priority access assigned, and time management pressures are addressed;
• Answers basic enquiries, including incoming and outgoing telephone / email communications, screens calls, assists callers and redirects calls as necessary;
• Coordinates CEO’s travel and workshop logistics (includes registrations, reconciliations, materials, hotels, caterers, flights, transfers, etc.);
• Files CEO correspondence in accordance with OFIFC’s Records Management program;
• Retrieves filed documents in a timely manner when requested;
• Researches, obtains quotes, purchases, and maintains OFIFC promotional materials;

OFIFC Board of Directors Administrative Support (20%) :

• Assists Board members with hotel and travel logistics;
• Attends Board meetings and Board committee meetings providing administrative and technical support including meeting minutes, preparation, and distribution of records and that follow up occurs as directed;

Education / Work Experience :

• High school diploma / GED
• Over 5, up to and including 7 years of experience including senior executive administrative experience
• Post-secondary education in office administration or a related discipline is desired.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
• Experience in overseeing budgets and expenses
• Experience in developing internal processes and filing systems
• Experience working in an Indigenous organisation is considered an
• Confidentiality & Dependability
• Proactive & Takes Initiative
• Judgment & Decision Making
• Effective Team Player
• Outstanding organisational skills (includes time, space and task management)
• Excellent communication skills (including listening, oral, written and telephone / email)
• High proficiency in Microsoft Office Suite (Word, Excel, Access, Outlook, etc.)
• Proficiency with office equipment (computer, fax, photocopier, scanner, etc.

What we offer :

Culture-based organization

Hiring Range : $80,000 - $84,400

Full Pay Range : $80,000 - $98,000

Comprehensive Health benefits after the probationary period including Health Care Spending Account & Lifestyle Spending Account (100% Employer paid)

The OFIFC is committed to building a skilled and diverse workforce; we promote employment equity and encourage applicants to indicate if you belong to one of the four designated employment equity groups Women, Indigenous peoples, Persons with disabilities, or Members of visible minorities when you apply.

Preference will be given to qualified Turtle Island Indigenous people including members of First Nations, Inuit and Métis (recognized by the Metis National Council). Applicants claiming Indigenous ancestry will be required to provide supporting documentation to substantiate their claim.

Accommodation :

The OFIFC is committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

Pre-screen Interviews are scheduled to start June 16 - 20, 2025.

Formal interviews are scheduled to take place June 24 – 27, 2025.

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