Organization: Metcalf Foundation
Location: Toronto, Ontario
Executive Assistant / Office Manager
The Metcalf Foundation is one of Canada’s leading private foundations. Our
mission is to enhance the effectiveness of people and organizations working
together to help Canadians imagine and build a just, healthy, and creative
society. Our work is focused in three areas:
• Leveraging opportunities for new approaches and shared learning in the
performing arts
• Building a low-carbon, resource efficient, and resilient Canada
• Improving economic livelihoods for low-income people in Toronto
The Foundation has an opening for an Executive Assistant / Office Manager. This
individual will provide administrative support to the President & CEO of
the Foundation, run the day-to-day operations of the office and assist, as
needed, with special projects. The position of Executive Assistant / Office
Manager is a permanent, full-time position.
RESPONSIBILITIES
• Provide direct and comprehensive administrative support to the President and
CEO, including management of calendar and schedule, correspondence, internal
and external meeting materials and files, and travel arrangements
• Organize Board and other meetings, including issuing invitations, circulating
advance materials, arranging catering and other facility needs, taking minutes
during meetings, and conducting appropriate follow-up with materials from
meetings
• Manage grants relating to the General Fund and Special Initiatives granting
streams
• Provide information and referrals to not-for-profit organizations and the
general public
• Develop, implement, and update office procedures in accordance with
Foundation policy
• Manage and perform basic maintenance related to the facility, office
equipment, supplies, and archives
• Manage bookkeeping (payroll and accounts payable, bank reconciliation,
maintenance of financial record keeping)
• Oversee on-site troubleshooting of computer systems, applications, and
network
• Organize and distribute Foundation-wide publications and communications tools
• Assist the Foundation’s communications staff as needed
• Support other Foundation-wide projects as needs arise and perform other administrative
duties as required
Qualifications
The ideal candidate will have:
• 3 – 5 years experience in executive-level assistance and/or office management
• Outstanding attention to detail
• Excellent organizational skills
• The ability to take initiative, to take direction, and to work independently
• Strong verbal and written communication skills
• Proven ability to manage competing priorities under pressure
• Strong interpersonal skills
• Excellent computer skills, including demonstrated ease and familiarity with
Microsoft Office functions (Mac platform) and database programs (FileMaker Pro)
• Significant bookkeeping experience with AccountEdge or similar accounting
software
• Some experience with basic website maintenance, with preference given to individuals
proficient in WordPress
• A commitment to providing an excellent level of service
Post-secondary education and/or a demonstrated interest or experience working
with not-for-profit organizations would be considered assets.
APPLICATION PROCESS
Interested candidates should send a résumé with a cover letter providing salary
expectations and references to:
info@metcalffoundation.com
In the subject line, please reference Executive Assistant Search.
DEADLINE
August 26, 2016, 5:00 PM EDT
