Job Description

We're Hiring: Executive Assistant to Senior Leadership

Location:

On-site at the Miles Nadal Jewish Community Centre (MNjcc)

Schedule:

Full-time (37.5 hours/week) | Some evenings & weekends required

Salary:

$50,000-$60,000 annually (commensurate with experience)

Start Date:

As soon as we find the right fit!

Are you an excellent organizer, a communication pro, and someone who thrives in a fast-paced, purpose-driven environment? The

Executive Assistant (EA)

is a key player at the heart of the MNjcc--supporting our CEO and Executive leadership team with precision, professionalism, and heart.

This isn't your average admin role. You'll be the strategic right hand to our executive leadership team, helping to drive forward our mission, support our Board of Directors, and keep the wheels turning behind the scenes. If you love juggling calendars, coordinating high-impact meetings, and being the go-to person for making things happen--this is your moment.

About the MNjcc

The Miles Nadal JCC (MNjcc) is a vibrant and welcoming hub that celebrates diversity, promotes wellness, and fosters a strong sense of community. Located in the heart of downtown Toronto, we offer inclusive programs in fitness, arts and culture, education, and Jewish life, serving people of all backgrounds and abilities.

By joining this dynamic Centre of wellness, culture, community and belonging, you will contribute to the well-being of the community and the fiber of a strong and vibrant downtown core.

Position Summary:

The Executive Assistant (EA) provides high-level administrative, operational, and strategic support to the MNjcc's executive leadership team. This role is pivotal in ensuring the smooth operation of the Executive Office, managing communications, coordinating schedules, supporting governance functions, and acting as a liaison between the Executive team and internal/external stakeholders. The EA is a trusted partner who exercises discretion, initiative, and sound judgment in a fast-paced, community-oriented environment.

Schedule Information

Full-time, 37.5 hours per week/regular schedule.

Evening and some weekend work is required

This position is an in-person role and requires working on-site.

Primary Duties and Responsibilities

Manage complex calendars for the Executive Director and Chief Officers, including scheduling meetings, events, and travel.

Prepare and edit correspondence, reports, presentations, and briefing materials.

Coordinate logistics for internal and external meetings, including agendas, minutes, and follow-ups.

Anticipate the needs of the Executive Team and proactively manage priorities and deadlines.

Organize the Board of Directors and committee meetings: scheduling, document preparation, minute-taking, and record-keeping.

Maintain governance records and ensure timely communication with board members.

Support the preparation of board packages and ensure timely distribution.

Act as a liaison between the Executive Team and department heads, staff, and external stakeholders.

Track and follow up on action items and deliverables across departments.

Support strategic initiatives and special projects led by the Executive Team.

Coordinate interdepartmental communications and ensure alignment on organizational priorities.

Draft internal and external communications on behalf of the Executive Team.

Handle sensitive information with discretion and professionalism.

Support donor and community engagement efforts as needed.

Maintain a high level of professionalism in all interactions, representing the Executive Office with integrity

Maintain organized digital and physical filing systems.

Assist with budget tracking, invoice processing, and expense reporting for the Executive Office.

Coordinate logistics for leadership retreats, All-staff, and special events.

Manage office supplies and technology needs for the Executive Office.

Event and Meeting Planning

Plan and execute internal leadership meetings, staff recognition events, and community engagement sessions.

Coordinate catering, venue setup, and AV requirements for executive-led events.

Support the ED and Chiefs in preparing for community presentations.

Assist in compiling data and preparing reports for funders, board meetings, and strategic planning.

Maintain contact databases and track key stakeholder interactions.

Support the development of dashboards and performance tracking tools for the Executive Team.

Expectations

Represent the Executive Office with clarity, discretion, and professionalism in all internal and external communications.

Handle sensitive information with the highest level of confidentiality and ethical responsibility.

Facilitate smooth collaboration across departments and ensure timely follow-up on executive action items.

Maintain accurate records, streamline administrative processes, and support strategic initiatives with precision and efficiency.

Establish and maintain professional working relationships with all levels of the organization

Ability to understand and embrace MNjcc culture

Abide by the MNjcc Code of Conduct

Some duties and responsibilities may change or be added from time to time.

Qualifications

Minimum 5 years of experience in a senior administrative or executive assistant role. Exceptional organizational, time-management, and multitasking skills. Strong written and verbal communication abilities. Proficiency in Microsoft Office Suite, Google Workspace, and virtual meeting platforms. Experience supporting governance functions and working with nonprofit boards. Ability to work independently and collaboratively in a fast-paced, community-focused environment. Familiarity with Jewish culture, values, and community organizations is an asset.

Salary and Benefits

Annual salary range: $50,000 - $60,000 commensurate with experience. A range of supplemental insurance plans, including medical (including vision care), dental, life, critical illness, and LTD. An employee assistance program. Membership for yourself, spouse, and children at the MNjcc's fitness Centre, as well as discounts on most programs. RRSP matching

How to apply:

Email resume and cover letter to PrachiK@mnjcc.org with the subject "Application: Executive Assistant". Applications will be accepted until July 22, 2025, at midnight. Please note, while we appreciate everyone who applies, we are only able to respond to applicants moving to the next stage of the recruitment process.

Alternate Formats and Accommodation:

Miles Nadal JCC values inclusivity, collaboration, physical and mental wellness, and fosters the growth and development of staff. We encourage applications from individuals who demonstrate a commitment to upholding the values of equity, diversity, accessibility and inclusion and will contribute to our inclusive environment. You can learn more about our commitments here: https://www.mnjcc.org/learn-about-the-j.

The MNjcc welcomes and encourages applications from racialized persons/persons of colour, women, Indigenous peoples, persons with disabilities, LGBTQ2S+ persons, people of any and no faith, and others who reflect the diversity of our community, our city, and our country.

Alternate Formats and Accommodation for Individuals with Disabilities:

The MNjcc is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA) and aims to ensure that dignity, integration, and equality of opportunity are embedded in all aspects of our organization's culture.

In accordance with the AODA, accommodation will be provided throughout the recruitment process for applicants with disabilities. Our human resources department will work with you to arrange reasonable and appropriate accommodation. Please contact Prachi Khatri at:(416) 924-6211x6203; prachik@mnjcc.org; or in person by appointment.

Job Types: Full-time, Permanent

Pay: $50,000.00-$60,000.00 per year

Benefits:

Company events Dental care Employee assistance program Extended health care Life insurance On-site childcare On-site gym Paid time off RRSP match Store discount Vision care Wellness program
Work Location: In person

Application deadline: 2025-07-22