Executive Assistant (EA) - Pride Toronto

Mar 27, 2021
Toronto, Ontario

EXECUTIVE ASSISTANT (EA)

ABOUT PRIDE TORONTO 

Pride Toronto is a not-for-profit organization with a mission to support our communities in the pursuit of our unequivocal rights to be known, be heard, be understood, be accepted, be respected, and to celebrate the beauty of who we are. Uniting and empowering people with diverse sexual orientations, gender identities, and gender expressions, the annual Pride Toronto Festival has become a major Canadian Arts and Cultural Event and the largest Pride celebration in North America. Pride showcases Toronto on the world stage with diversity, inclusion and vibrant creativity.

Pride Toronto continues a legacy that is deeply intertwined with the rich, progressive history of Toronto’s queer community. From a small gathering of dedicated activists fighting for their right to love and be seen, to the vibrant celebration it knows today, Pride has been a long time in the making.

POSITION PURPOSE

The Executive Assistant (EA) is responsible for assisting with all administrative tasks for the Executive Director (ED), Senior Leadership and Board of Directors as assigned. Reporting directly to the Executive Director, the EA will demonstrate keen attention to details to ensure all administrative tasks are completed for the ED such as meeting minutes, booking meetings, financial reconciling, email management, preparation of meetings etc. 

RESPONSIBILITIES

  • Manage the overall active and complex calendar including requests for internal and external of the ED and board.

  • Providing administrative support including email management and correspondence, managing the transfer of documents and data, coordinating meetings including booking, meeting minutes, providing beverages/catering a needed, general meeting clean up etc… 

  • Prepare and participate in senior management team meetings, creating agendas, taking notes and monitoring follow-through

  • Manage expenses and monthly expense reports for ED

  • Assist across all departments with various administrative tasks like the development of tools, manuals, guidelines, policies, templates, forms, etc.

  • Assist with day to day human resources responsibilities; employee relations, talent acquisition, performance management, workforce planning, annual performance cycle in conjunction with the senior leadership team

  • Assist with managing employee recruitment and selection process for all employees across respective portfolios, including updating and create job descriptions, interviewing, selection 

  • Maintain high employee relations by ensuring implementation of ongoing employee training

  •  Assist with employee engagement, staff events, team building events to ensure positive employee morale in addition to client or charitable events

  • Manage information flow in a timely and accurate manner

  • Make travel and accommodation arrangements for senior leadership 

  • Format information for internal and external communication – memos, emails, presentations, reports

  • Take minutes during board and staff meetings

  • Manage Pride Toronto’s membership

  • Provide support to the Board of Directors as directed by the ED

  • Screen and direct phone calls and distribute correspondence on behalf of the ED and Senior Leadership

  • Organize and maintain the office filing system

QUALIFICATIONS

  • Two (2) years minimum of Executive Assistant experience

  • Excellent written skills to assist with editing and proofreading of memos, reports, RFP’s etc

  • Able to work independently and in a team setting

  • Proficiency in all aspects of Office 365 including Microsoft Outlook, Excel, Word, Teams and other conferencing platforms, efficiency in browsing the internet and must have a comprehensive understanding of technology. Experience with Google Drive is considered an asset

  • Highly organized, multi-tasker, excellent time management skills and consistently meet deadlines

  • Effective attention to detail, problem-solving, analytical and organizational skills are required

  • Post-secondary relevant degree or diploma is an asset

  • Takes pride and thrives on supporting others in keeping organized in a fast-paced environment with competing priorities and time constraints

  • Demonstrated trust, discretion and confidentiality with a commitment to exceptional internal and external customer service satisfaction

  • Drivers licence considered an asset, but not mandatory 

Pride Toronto is committed to the principles of employment equity. Applications from all qualified candidates are welcome; in particular, applications are encouraged from racialized people, Indigenous people, disabled people, queer and trans people, and women. If you require any form of accessibility throughout this application, please let us know.

Applicants are asked to submit a resume and cover letter to recruitment@pridetoronto.com with the subject line “EA-2021” by 11:59PM, February 9th, 2021. Only those applicants selected for an interview will be notified.

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How to Apply