Executive Assistant

Employment Type: Full-Time Contract | Non-Union

Annual Salary Range: $58,000.00 - $63,000.00

Division: Product & Technology and Growth

Location: 2180 Yonge Street, Toronto, ON

TVO Media Education Group ( TVO ) is devoted to inspiring learning that changes lives and enriches communities. We are an internationally recognized digital learning organization that strives to engage, inform, and educate Ontarians of all ages.

Who we are

We are an agency of the Ontario Ministry of Education and a registered charity that contributes to learning, civic engagement, and public service media across Ontario. We provide free, trusted, and accessible educational content that can support Ontarians of all ages, regardless of background, location, or circumstance. To fulfill our mandate, TVO delivers curriculum-connected resources through TVO Learn and TVOkids, offers Ontario’s largest online high school through TVO ILC, and produces journalism, documentaries, current affairs programming, and podcasts with TVO Today that help Ontarians understand the issues shaping their communities.

What we’re looking for

This role provides executive-level support to both the VP of Growth and the CTO, acting as a central liaison between their offices, executive leadership, internal teams, and external stakeholders. In this fast-paced and varied environment, the Executive Assistant must be highly organized, able to assess priorities, use digital tools effectively, and work with independence. Key responsibilities include coordinating communications, information flow, schedules, planning activities, reports, presentations, and other support needed as required.

How you will make an impact

• Executive coordination and communication
  • Keep the CTO/VP informed of emerging issues, activities, and updates that reflect strategic initiatives and divisional priorities.
  • Monitor requests from internal and external partners and follow up as appropriate.
  • Prepare the CTO/VP for internal and external meetings by managing calendars, information flow, files, priorities, reports, presentations, and related materials.
  • Anticipate the CTO/VP’s needs and respond proactively to upcoming events, deadlines, and internal requests.
• Operational and administrative support
  • Prepare requisitions and purchase orders.
  • Engage with suppliers and third-party vendors to support quotations, deliveries, services, and agreement-related follow-up.
  • Prepare travel requests and itineraries for the CTO/VP.
  • Handle expense reporting for the CTO/VP.
  • Monitor and record vacation requests for the CTO/VP’s as well as their direct reports.
  • Approve and submit the bi-weekly time sheet for the CTO/VP’s direct reports.
• Project and divisional support
  • Serve as a point of coordination and progress oversight for externally resourced projects and key divisional initiatives.
  • Maintain detailed documentation for assigned projects, including meeting minutes, schedules, status updates, and related records.
  • Help identify risks and contribute to the development and implementation of advancement strategies.
  • Participate in divisional planning and delivery meetings, raising operational issues as needed.
• Process improvement and discretion
  • Create and modify processes that support efficient communication, workflow, and collaboration.
  • Exercise a high level of ethics, confidentiality, and discretion when handling sensitive information.

What you will bring to TVO

• Several years of progressively responsible experience providing executive-level support to senior leaders or C-suite executives.
• Advanced proficiency with Microsoft Office, Outlook, internet-based tools, and related digital platforms.
• Working knowledge of resource planning, financial planning, and business planning processes.
• Experience working with online project management tools, including platforms such as Jira, Sparkrock365, Miro, adobe sign etc.
• Experience supporting external relations, supplier coordination, and vendor management.
• Sound understanding of financial data and annual business planning activities.
• Excellent interpersonal skills, with the ability to work effectively with colleagues and stakeholders at all levels while exercising sound judgment, tact, discretion, and diplomacy.
• Strong verbal and written communication skills, with a high degree of accuracy in drafting, editing, and proofreading materials.
• Proven ability to anticipate needs, take initiative, and work independently in a fast-paced environment.
• Ability to build and maintain effective internal and ex