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

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