Executive Assistant

1 week ago

Richmond Hill, Ontario, Canada Toronto Botanical Garden Full time

Toronto Botanical Garden (TBG) is the leading destination in Toronto to experience sustainable horticulture, and to better understand our collective role as stewards of our ecosystem.

With free admission and over 300,000 visitors a year, TBG welcomes everyone to learn to love plants. Beyond an inspiring plant oasis, we are a dynamic community hub and an engaging learning environment.

In partnership with the City of Toronto, TBG is embarking on an exciting landmark capital expansion.

Today the Garden is a 4-acre botanical garden nestled in the City of Toronto's Park System adjacent to Edwards Gardens and the Wilket Creek Trail.

As the Garden prepares to expand its managerial oversight across thirty-five acres (in a phased approach), the organization is scaling up to achieve sustained organizational performance as a relevant and inspiring living museum.

Toronto Botanical Garden connects people and plants, fostering sustainable communities and developing reciprocal relationships with nature through lifelong learning.

How you will make an impact


As the Executive Assistant, your skills and expertise will support the Toronto Botanical Garden's Executive Director, board members, and executive staff by providing high-level quality administrative support involving the use of discretion and independent judgment.

Central to your role is your keen project and calendar management, along with your ability to see the big picture, and steadily work in the direction of the Garden's goals.

You are a skilled communicator, both verbally and written, acting as a spokesperson for the Executive Director. You are a skilled problem solver, a systems thinker, and you navigate your day with calm confidence.

You support the Executive Director to advance partnership and leverage key relationships, enabling the Executive Director to keep a solid pace of work, while advancing the work of TBG.

Through all your work, you are successful at modeling and being an extension of the Executive Director's presence, supporting a positive, inspiring, and engaging organizational culture.


Job Scope

  • Arranges and coordinates written correspondence, schedules, etc., for the Executive Director and board members. Maintains agendas, board packets, and management reports as assigned. Updates board portal and detailed information as required to ensure current information is distributed accurately to the board.
  • Coordinates arrangements for meetings of the Board, committees, task forces, public officials, and other groups, and supports coordination of donor stewardship as needed.
  • Attends board and committee meetings, records and accurately transcribe minutes.
  • Composes and types correspondence, reports, memos and other materials for signature as required from straight copy, forms or rough draft.
  • Manages the Executive's calendar and assists in scheduling for executive staff. Makes travel arrangements as necessary and prepares expense reports.
  • Schedules and completes arrangements for meetings, appointments, meeting rooms and conferences both on and offsite.
  • Assists Executive with basic information research, prepare and arrange charts, graphs, audiovisual materials and other data as needed.
  • Maintains highly confidential executive, Board files and correspondence. Uses discretion and independent judgment in handling confidential and sensitive information in connection with the Executive's responsibilities.
  • Places, answers and screens calls for the Executive. Greet and escort visitors. Provide tours as required.
  • Supports HR functions liaising with HR Partners, Executive Director, and Supervisors for payroll, onboarding, training, benefit enrollment, inquiries, etc.
  • Supports key initiatives through maintaining crossfunctional relationships.
  • Assists with scheduling and details for staff gatherings and meetings.
  • Takes on various roles as needed within the organization to help ensure effective daytoday operations.
  • Proofreads materials for grammar, spelling and structure.
  • Maintains computer databases for various reports, committees, and mailings.
  • Extensive project and event execution.
  • May be required to deliver or pick up documents and parcels, make trips to bank, post office, etc.

Requirements:

  • Minimum of 3 years of experience in administrative or executive support roles.
  • Postsecondary Education, preferably in Business and Administration, is an asset.
  • Skilled project manager, with strong organizational skills and attention to detail.
  • Excellent communication skills, both verbal and written.
  • Strong and efficient writer/editor. Demonstrated skill in business, correspondence, and persuasive writing.
  • Excellent people skills, with experience collaborating in a multidisciplinary, diverse and dynamic team required.
  • Strong attention to detail and accuracy.
  • Proactive problemsolving and decisionmaking abilities.
  • Ability to prioritize tasks, manage multiple deadlines and work independently.
  • Ab

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