Executive Assistant

3 months ago

North York, 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, audio-visual 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 cross-functional relationships.
- Assists with scheduling and details for staff gatherings and meetings.
- Takes on various roles as needed within the organization to help ensure effective day-to-day 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.
- Post-secondary 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 problem-solving and decision-making abilities.
- Ability to prioritize tasks, manage multiple deadlines and work independently.
- Ab

  • Executive Assistant

    2 weeks ago

    North York, Canada Fine & Associates Full time

    Job Opportunity : Experienced Executive Assistant (Legal) Are you an Executive Assistant looking for an exciting opportunity? Our boutique law firm is seeking an Executive Assistant with a minimum of 2 years of experience (preferably in a law firm) to join our dynamic and growing practice. About Us:

  • Executive Assistant

    4 months ago

    North York, Canada Sweets from the Earth Full time

    Executive Assistant to the Vice President **Company**: Sweets from the Earth **Location**: York University Heights **Job Type**: Full-time Here we grow again! Named one of Canada’s fastest growing companies for the 7th consecutive year, Sweets from the Earth, is looking for an Executive Assistant to join our corporate office immediately! As a proud...

  • Executive Assistant

    3 months ago

    North York, Canada Sweets from the Earth Full time

    Executive Assistant to the Vice President **Company**: Sweets from the Earth **Location**: York University Heights **Job Type**: Full-time Here we grow again! Named one of Canada’s fastest growing companies for the 7th consecutive year, Sweets from the Earth, is looking for an Executive Assistant to join our corporate office immediately! As a proud...

  • Executive Assistant

    3 months ago

    North York, Canada Sweets from the Earth Full time

    Executive Assistant to the Vice President **Company**: Sweets from the Earth **Location**: York University Heights **Job Type**: Full-time Here we grow again! Named one of Canada’s fastest growing companies for the 7th consecutive year, Sweets from the Earth, is looking for an Executive Assistant to join our corporate office immediately! As a proud...

  • Executive Assistant

    3 days ago

    North York, Canada Sheaves Capital Full time

    **About us** Our goal is to provide working capital solutions to Canadian businesses. **Job Overview** We are looking for a highly organized and professional Executive Assistant to provide administrative support to our executive team. This role includes running office errands as needed and requires a valid driver's license. **Key Responsibilities** -...

  • Executive Assistant

    4 months ago

    North York, Canada REVIVE Healthcare Group Full time

    Overview: **Responsibilities**: - Manage executive calendars, schedule appointments, and coordinate meetings - Prepare and edit correspondence, reports, and presentations - Conduct research and gather information for various projects - Maintain confidential files and records - Assist with travel arrangements and expense reporting - Perform data entry and...

  • Executive Assistant

    3 weeks ago

    North York, Canada Garage Royalty Products Inc. Full time

    **Executive Assistant Responsibilities**: - Preparing financial reports, memos, invoices, and other documents. - Answering phones and routing calls to the correct person or taking messages. - Handling basic bookkeeping tasks. - Filing and retrieving corporate records, documents, and reports. - Researching and conducting data to prepare documents for review...

  • Executive Assistant

    4 weeks ago

    North York, Canada Strategy Recruitment Group Full time

    The ideal candidate will provide top-level assistance for a high level executive. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.ResponsibilitiesCalendar management...

  • Executive Assistant

    4 weeks ago

    North York, Canada Strategy Recruitment Group Full time

    The ideal candidate will provide top-level assistance for a high level executive. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.ResponsibilitiesCalendar management...

  • Executive Assistant

    4 weeks ago

    North York, Canada Strategy Recruitment Group Full time

    The ideal candidate will provide top-level assistance for a high level executive. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. Responsibilities Calendar...

  • Executive Assistant

    4 months ago

    North York, Canada Highrise Condo DeveloperBuilderConstruction Full time

    9-5 Monday to Friday in-office no hybrid Located at Bathurst and Lawrence **As an Executive Assistant to Investment's Manager, you will**: - Maintain and coordinate a complex and constantly changing calendar, including arranging and scheduling meetings and conference calls, preparation of meeting materials and related tasks. - Ensure urgent and priority...

  • Executive Assistant

    4 months ago

    North York, Canada THE EMPIRE LIFE INS. CO Full time

    **Executive Assistant**: **(Location: Hybrid - Greater Toronto Area; York Mills)** Empire life is looking to hire an Executive Assistant to join our team! As the Executive Assistant to two senior executives, you will work in a hybrid working arrangement to support all the executive’s administrative needs. **Why pursue this opportunity**Impactful work** -...

  • Executive Assistant

    3 months ago

    North York, Canada Numeris Full time

    Numeris is Canada’s most trusted and authoritative source for broadcast measurement and consumer behaviour data. As well, the industry leading intelligence provider to broadcasters, advertisers, and agencies. We have been recognized for over 75 years as providing the gold standard in audience intelligence. We have great people who do exceptional work. We...

  • Executive Assistant

    4 weeks ago

    North York, Canada Strategy Recruitment Group Full time

    The ideal candidate will provide top-level assistance for a high level executive. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessa

  • Executive Assistant

    3 months ago

    North York, Canada Art Gallery & School Full time

    Job Title: Executive Assistant Location: Markham, North York Area Company: We are a vibrant and dynamic art gallery and art school located in the heart of Markham, North York area. Dedicated to promoting creativity and fostering artistic talent, we offer a range of exhibitions, workshops, and educational programs to inspire individuals of all ages and...

  • Executive Assistant

    4 months ago

    North York, Canada Highrise Condo DeveloperBuilderConstruction Full time

    9-5 Monday to Friday in-office no hybrid **As an Executive Assistant to the CEO, you will**: - Maintain and coordinate a complex and constantly changing calendar, including scheduling meetings and conference calls, preparation of meeting materials and related tasks - Responsible for personal assistance and support (Party planning, personal banking matters,...

  • Executive Assistant

    3 months ago

    North York, Canada VPC Group Inc Full time

    **VPC Group Inc.** is a Canadian manufacturer specializing in converting chemicals and fibre into quality foam and nonwoven products for the home furnishing markets. A privately owned company, VPC Group is committed to creating positive work experience for employees by providing them with a safe work environment and opportunities for growth. VPC Group has...

  • Executive Assistant

    2 weeks ago

    North York, Canada Fine & Associates Full time

    Job Opportunity: Experienced Executive Assistant (Legal)Are you an Executive Assistant looking for an exciting opportunity? Our boutique law firm is seeking an Executive Assistant with a minimum of 2 years of experience (preferably in a law firm) to join our dynamic and growing practice.About Us: We are a well-established boutique law firm located in North...

  • Executive Assistant

    3 weeks ago

    North York, Canada Fine & Associates Full time

    Job Opportunity: Experienced Executive Assistant (Legal)Are you an Executive Assistant looking for an exciting opportunity? Our boutique law firm is seeking an Executive Assistant with a minimum of 2 years of experience (preferably in a law firm) to join our dynamic and growing practice.About Us: We are a well-established boutique law firm located in North...

  • Executive Assistant

    3 weeks ago

    North York, Canada Fine & Associates Full time

    Job Opportunity : Experienced Executive Assistant (Legal) Are you an Executive Assistant looking for an exciting opportunity? Our boutique law firm is seeking an Executive Assistant with a minimum of 2 years of experience (preferably in a law firm) to join our dynamic and growing practice. About Us: We are a well-established boutique law firm located in...