Work with us at Family Day!

POSITION TITLE Executive Assistant

STATUS Full-time, 12-month maternity leave (with possible extension)

LOCATIONS 155 Gordon Baker Road (A Minimum of Two Days a Week in Office)

START DATE End of June, beginning of July

About Family Day:
Family Day Care Services is a non-profit, charitable organization with a long and distinguished history of providing high-quality early learning and child care services to children and families throughout Toronto, York and Peel Regions. We are a multi service organization with over 700 employees, providing a broad range of services including: 29 Child Care Centres, 49 Before and After Care programs, 204 Licensed Home Child Cares, 9 EarlyON programs, 2 Homework Plus programs, and Special Needs Resourcing for children and their families living in the Greater Toronto Area.

Position Summary:
We are looking for a versatile, discreet, and highly organized Executive Assistant to provide dedicated administrative support to the CEO to cover a one-year maternity leave.

Reporting to the CEO, the primary focus of this position is to provide executive-level administrative support to the CEO, including comprehensive support for the Board of Directors and management -level meeting tables. This includes meeting coordination, preparation of materials, and the accurate recording and preparation of minutes for Board and senior leadership meetings.

In addition, the Executive Assistant may provide limited administrative support to other members of the Senior Management Team as required. Presenting a positive and professional image of the CEO’s office and the organization at all times, the Executive Assistant is expected to exercise a high level of discretion, judgement, and professionalism in all interactions.

Job Duties:

• The Executive Assistant is the primary source of administrative support to the CEO:
• Scheduling and calendar management, keeping the CEO well informed of commitments and responsibilities and following up when appropriate
• Serve as a primary point of contact for internal and external stakeholders on matters of a highly confidential and critical nature. Prioritize and determine appropriate course of action, referral, or response
• Meeting facilitation (including scheduling, drafting agendas, preparation of meeting packages, virtual meeting support using Teams & Zoom, confidential minute-taking),
• Receive and screen inbound telephone calls, mail/email, and visitors. Refer and/or redirect inquiries as required. Communicate messages and information to the CEO
• CEO email management support
• Draft, review and send communications on behalf of the CEO
• Draft/prepare reports and presentations as requested
• Review documents, reports, and correspondence for CEO signature (content, grammar and formatting; making edits and recommending revisions when necessary)
• Coordinate conference registrations, travel and accommodation arrangements
• Hard and soft records management
• Prepare mileage and expense reimbursements
• Provide meeting, workshop and event support, including minute-taking, agenda preparation, logistics and coordination support, for various Family Day Management and Board of Directors’ meeting tables, as well as external sector tables/groups as needed.
• Other duties and responsibilities as assigned.

Education, Skills and Experience Required

• Post-Secondary Certificate or Diploma in Business or Office Administration, or relevant discipline
• 3-5 years' experience in an Executive Assistant role
• Professional discretion and integrity
• Ability to observe and maintain confidentiality
• A commitment to diversity and social inclusion
• Excellent relationship-management, collaboration and interpersonal skills
• Strong organization and time management, with the knowledge and understanding of tools/software that can be used to support this
• Flexible and able to juggle multiple priorities while maintaining a focus on detail and accuracy
• Excellent written and verbal communication skills
• Experience with minute-taking and transcription
• Ability to draft well-organized, concise, clear language, internal and external communications on behalf of others
• Highly Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point) and MS Teams; Comfortable with learning new technologies (hardware/software)
• Strong keyboarding skills
• Experience working in the not-for-profit sector preferred.
• A passion for excellence and commitment to the organization and the people we serve.

Diversity and Inclusion:
Family Day is committed to fostering a positive inclusive workplace culture, with a workforce that is representative of the families and communities it serves. Committed to the principles of diversity and inclusion, Family Day encourages candidates from diverse backgrounds and those who may need accommodation, to apply to join our team.

Interested candidates may apply online through Family Day website: www.familydaycare.com.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, and the Ontario Human Rights Code, Family Day Care Services will provide a reasonable accommodation to employees and prospective employees to the point of undue hardship upon request and as required in respect of the individual’s particular restrictions and limitations. If you require a specific accommodation because of a disability or a medical need to ensure your equal participation, feel free to contact Pauline Tran at ptran@familydaycare.com.

In accordance with Ontario’s hiring transparency requirements, no artificial intelligence (AI) systems are used to screen, assess, or select applicants for this position.

We are Hiring! If you have the passion, creativity and dedication we are looking for, we would love to hear from you.