Welcome To Support Ontario Youth - Applying For The Executive Assistant Position

Support Ontario Youth is non-profit organization specializing in the skilled trades and apprenticeship pathway across the construction, industrial and motive power sectors. We are looking to hire a Executive Assistant to the Executive Director, at our Etobicoke Head Office, to help support our fast paced, driven, focused, and ever-expanding organization.

JOB SUMMARY

Reporting to the Executive Director, the Executive Assistant provides comprehensive administrative, coordination, and operational support to ensure the efficient day-to-day functioning of the executive office.

The role is responsible for calendar and scheduling management, travel coordination, meeting organization and minute-taking, report preparation, and a wide range of administrative and program-related tasks. Acting as a key liaison between the Executive Director and internal and external stakeholders, the Executive Assistant supports effective communication, decision-making, and organizational alignment across the organization.

RESPONSIBILITIES

Responsible for managing your own workflow to get the job/task done efficiently and in a timely manner.
Managing internal and external communications with all stakeholders.
Respond to general inquiries from the public and monitor/respond to emails, phone calls, and other inquiries in a timely and professional manner.
Light organization of office including public and kitchen area.
Manage executive's calendar and schedule, including arranging and organizing meetings, conferences, and travel according to their preferences and time constraints.
Assist the Board with preparation for and scheduling of quarterly meetings.
Coordinate and manage virtual meetings, including scheduling, setting up meeting links, serving as the meeting administrator, and providing real-time IT troubleshooting and technical support to participants as needed.
Manage and coordinate executive projects, including research, data analysis, and report preparation if required.
Maintain filing systems.
Track and monitor progress of key projects.
Provide administrative support to other departments within the organization, as needed.
Draft, proofread, and edit documents, presentations, and reports for the Executive Director.
Schedule staff meetings when necessary.
Process the Executive Director’s expenses, including submitting reimbursement forms and managing travel-related expenses.
Assist with special projects, including coordinating tasks, deadlines, and deliverables between teams or departments.
Other tasks as assigned.

EDUCATION AND EXPERIENCE

Post-secondary education or equivalent combination of certification, education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
Minimum of 3 years of work experience in similar role required.
Previous work with a Board of Directors and taking meeting minutes is an asset.
Exposure to or experience working in a skilled trades environment is a nice to have, but not mandatory.

KNOWLEDGE, SKILLS AND ABILITIES

Ability to handle sensitive information while maintaining confidentiality and discretion in a professional manner.
Comfortable with a wide range of technology tools, including Outlook, Word processing, Excel, PowerPoint, Teams, and SharePoint, with strong proficiency in Excel (spreadsheets, formulas, charts, KPI tracking) and the ability to create clear, professional PowerPoint presentations.
Effective written and oral communication abilities, including the ability to speak professionally with different stakeholders. Must be comfortable interacting with external parties by phone.
Proven background coordinating complex administrative tasks, including booking flights, hotels, ground transportation, and other travel arrangements.
Skilled in preparing meeting minutes, organizing agendas, and ensuring accurate documentation for internal and external stakeholders.
Demonstrated ability to produce clear, concise, and professional written communications, including emails, reports, and business correspondence.
Support data analysis for executive decision making.
Superior ability to coordinate calendars of multiple staff and dedication to completing projects in a timely manner.
Possesses an excellent attention to detail in their work.
Exceptional planning and organizational skills.
Possesses creative problem-solving skills and is solutions oriented.
Ability to adapt to changing priorities.
Works collaboratively with internal team members.
Demonstrated time management skills, and experience with managing multiple priorities and deadlines.
Ability to work in a fast-paced environment and with tight deadlines.
Possess a continuous improvement mindset. Is open to feedback and can initiate changes for the benefit of the organization.
Well-developed interpersonal skills, ability to flex their communication to their audience.
Highly developed problem-solving skills, flexible, open-minded, approaches challenges with a positive attitude.
Able to manage own time and workload and can work with minimal supervision.
Demonstrated experience supporting a Board of Directors or governance body.

ADDITIONAL REQUIREMENTS:

Minimum 3 of progressive administrative and coordination experience.
Must be legally entitled to work in Canada in accordance with relevant Ontario legislation and regulations.
Valid G Driver’s licence, reliable vehicle and valid insurance.

WORKING CONDITIONS

Five-day work week (Monday to Friday), with flexible start and end times and occasional evenings, weekends, and overnight stays may be required for events and workshops.
This is a hybrid role, primarily office-based, with flexible hours or extended hours aligned to organizational needs and the Executive Director’s schedule.
In-office attendance, with the opportunity to work remotely as workload and program needs permit.
Ability to lift and carry materials up to 20 lbs independently.

Salary: $63,000

How to apply:

Attach a detailed cover letter and resume to be considered for this role.
Assessment must be completed to be considered for this role. Please copy and paste this link: https://jbtmz.me/s/?e=W3toBNtH

We will ONLY be in touch with candidates who qualify for the position and complete the assessment. We wish all applicants the best of luck.

We are an equal opportunity employer and are committed to fostering an inclusive, accessible workplace. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), accommodations are available upon request for candidates participating in all stages of the hiring process.

Start Your Application