Job Description

Posted on: August 28, 2023
Closing on: September 8, 2023
Location: Toronto, ON
Employment Type: Full-time
Remote/Onsite: Onsite
Report to: Executive Director & CEO
Start date: September 2023
Salary: Starting at $65,000
Benefits: Health, Dental, Accidental Death and Dismemberment, Long Term Disability, Attractions Ontario Benefits and Toronto Attractions Council Benefits

The Executive Assistant & Board Liaison will administer the leadership office by providing support to the CEO, senior management, and the Board of Directors. This position serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the executive office and will be responsible for managing key external relationships on behalf of the CEO and the Board.

The Executive Assistant & Board Liaison will work closely with senior management and the Board of Directors to ensure all museum policies and procedures are updated and in good order in keeping with current governance standards and trends. This position works with highly sensitive and confidential information from internal and external sources and must display a high standard of professionalism and initiative. This position also calls for independent decision-making within a delegated area of authority and for the exercise of leadership in the coordination of support services to ensure the smooth operation of MOCA\xe2\x80\x99s executive office.

Requirements: Responsibilities

• Lead the portfolio that encompasses management and orientation of senior-level Board and Committee volunteers
• Serve as the principal liaison between the senior management and Board members as it relates to the administration of Board governance issues
• Coordinate Board and Committee meetings, including preparing meeting minutes, pre-meeting packages, and correspondence
• Archives documents and materials in accordance with Museum policy
• Act as the Recording Secretary at Board and Committee meetings
• Manage Board and Committee lists, contact information and reports, and maintain and update Board and MOCA files and archives
• Liaising with legal counsel regarding corporate changes effected by the Board of Directors
• Provides advice and information regarding the Bylaws, coordinating the nominating procedures
• Involvement in committee work acting in the capacity of membership/recording Administrator depending on need
• Oversee and execute special projects as assigned by the CEO, the Board or its Committees
• Provide key administrative support for the CEO and senior management, including updating files and planning of events and meetings
• Review daily correspondence, including emails; prioritize correspondence for review and attention; provide follow-up as needed
• Calendar maintenance, taking into account frequent changes and other reprioritization and ensuring all changes are timely and seamlessly integrated
• Lead the preparation, proofreading and editing of all correspondence issued by the CEO, as well as that submitted by other departments for the CEO\'s signature
• Draft speaking notes for ED for MOCA events and programs, working closely with the senior management team
• Provides administrative support to the CEO, including compiling internal and external reports, conducting research to locate information, summarizing materials, and recommending follow-up
• Archives documents and materials in accordance with Museum policy
• Track CEO\xe2\x80\x99s expenses and prepare expense reports for Board approval; book CEO and senior staff travel and assist with travel planning
• Meeting scheduling and preparation
• Assist in managing relationships between board members and the executive office as it relates to any donor cultivation or stewardship activities and
• Act as a contact for community partners and external officials in certain circumstances

Skills and Qualifications

• Post-secondary education in a relevant field
• 5+ years of experience providing administrative support to a senior executive or an executive team and a Board of Directors
• Demonstrated superior organizational skills, with the ability to manage multiple projects and competing priorities
• Working knowledge of NFP/Charitable organization governance is an asset
• Ability to work independently and in a fast-paced, collaborative environment
• Excellent communication (verbal and written), interpersonal, and problem-solving skills
• Excellent computer skills with proficiency in all Microsoft Office and G-suite applications
• Strong accuracy and attention to detail
• Ability to deal with confidential matters with diplomacy, discretion, and tact
• Professional demeanor and ability to interact effectively with all levels of internal and external stakeholders
• Must be able to work outside regular business hours to attend evening meetings and special events from time to time
• Interest in/knowledge of the visual arts

Additional Info: Equity and Diversity

MOCA Toronto advocates equal opportunity for all employees and applicants for employment and is committed to diversity in the workplace.

MOCA Toronto is committed to ensuring that MOCA Toronto is an inclusive space where community members are treated with respect and dignity. MOCA Toronto encourages applications from everyone, including but not limited to women, indigenous peoples, visible minorities, people with disabilities and persons of all sexual orientations and gender identities.

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