Executive Assistant

4 weeks ago

Toronto, Canada LOFT Community Services Full time

**DATE**:November 15, 2024
**LOCATION**:Toronto, ON - Operations
**COMPENSATION**:$63,042 - $74,308 annually prorated

LOFT Community Services is a unique and dynamic charitable organization that supports people living with complicated issues such as mental and physical health challenges, substance use challenges, poverty and homelessness. Serving approximately 19,633 annually and providing 1,861 units of supportive housing last year, LOFT is one of Ontario’s largest mental health service providers of its kind. LOFT is also recognized as a Nonprofit Employer of Choice Award (NEOC) recipient.

To help fulfill its mission, LOFT is hiring an** **Executive Assistant (Hybrid)**.

**Job Summary**

The Executive Assistant provides comprehensive administrative support. They perform a wide variety of important, complex and sensitive administrative assignments that support strategic business initiatives that cut across multiple teams and external stakeholders. They contribute to the effectiveness of the leader by providing a comprehensive range of senior office management and administrative services, recognizing and appropriately dealing with confidential information, while representing the values and vision of the organization.

They work independently performing a wide range of complex and confidential administrative and coordinating tasks. The role contributes to LOFT’s communication activities as required and must have the ability to take on special projects related to the work of LOFT.

**What You Will Do**
- Leadership Support
- Handles administrative responsibilities for the leader including and not limited to scheduling and coordinating meetings, receiving visitors, answering phone calls and other general administrative functions
- Calendars and coordinates all meetings and travel and keeps leader informed of any changes.
- Assist leader in meetings through the production of documents, as well as taking and distributing minutes
- Gather, compile, verify, and analyse information for the leader’s use in documents such as memos, letters, reports, speeches, presentations, and news releases.
- Perform tasks independently, preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters, memos, reports and official information releases.
- Manages leader’s expenses including organizing receipts and submitting for reimbursement.
- Builds and maintains working relationships with the leader, employees and other employees.
- Other duties as assigned.

2. Support with External Stakeholders
- Handles meeting reminders, agendas, reports, special mailings and other necessary documents that ensures effective communication.
- Document and take minutes in meetings and follows-up with team leaders on key takeaways and deliverables.
- Support in preparing reports, conducting research, drafting proposals and other administrative support tasks as required
- Maintains confidential files in an appropriate manner.

3. Organizational/Team Support
- Works with Office Administrator to distribute mail/faxes and coordinate courier pickups for leader
- Participate as a member of the LOFT team to accomplish LOFT strategic priorities
- Share information as required with LOFT staff
- Work according to all agency policies and procedures
- Contribute to LOFT’s commitment to the Health and Safety program

4. Provide back-up support to Office Administrator

**What You Bring**

Must Haves
- Extensive administrative experience with 2 or more years’ experience in senior administrative roles.
- Completion of post-secondary education in business administration or a relevant education or equivalent experience, specific to business and event coordination
- Highly developed administrative and organizational skills with the ability to handle multiple priorities, work under pressure and meet strict deadlines.
- Must display sound judgement, strong attention to detail and willingness to take initiative.
- Works independently with minimum supervision.
- Demonstrated ability to maintain confidentiality and discretion.
- Ability to work independently and as part of a team.
- Strong interpersonal skills, communication skills, initiative and analytical skills

**Work Environment**:

- Occasional work beyond normal business hours.
- Occasional travel in the GTA.
- Prolonged sitting, standing and repetitive movement
- Prolonged periods of sustained audio and visual attention; especially reading text and graphics from paper, LED/LCD screens and projected media

**What We Offer**
- A comprehensive compensation and benefits package, including medical, dental, vision, life insurance, and long-term disability
- Defined Benefits Pensions Plan
- 24/7 Employee Assistance Program
- E-learning program available all year round
- Starting vacation time above minimum standard,
- Additional paid personal and paid sick days
- Corporate Gym membership rate with GoodLife Fitness
- Access t

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