Executive Assistant_FT-Perm

Title of Job

Executive Assistant

Toronto, ON – Operations & Finance

$67,011 - $79,010 Annually (Prorated)

Hybrid

The Executive Assistant provides comprehensive administrative support. They perform a wide variety of important, complex and sensitive administrative assignments that support strategic business initiatives across multiple teams and external stakeholders. The role contributes to LOFT’s communication activities and must be able to take on special projects related to the work of LOFT. Working independently, the assistant manages complex calendars, schedules meetings, coordinates travel, remembers expense reporting, drafts correspondence, protects confidential information, and represents the organization’s values and vision.

• Executive & Administrative Support
  • Manage complex calendars, schedule meetings, coordinate travel, and handle day‑to‑day administrative tasks
  • Prepare meeting materials, take minutes, and follow up on action items
  • Draft and edit correspondence, reports, presentations, and other documents
  • Screen and respond to inquiries, calls, and emails on behalf of the leader
  • Manage expense reporting, including receipt tracking and reimbursements
• Stakeholder Coordination
  • Coordinate meetings with internal and external stakeholders, including agendas, reminders, and supporting materials
  • Maintain clear and professional communication across teams and partners
  • Support research, report preparation, and proposal development
  • Maintain confidential records and documentation
• Team & Operational Support
  • Collaborate with internal teams to support organizational priorities
  • Assist with office coordination tasks such as mail distribution and courier arrangements
  • Ensure adherence to organizational policies, procedures, and health & safety standards
  • Contribute to a positive, collaborative team environment and perform additional duties as required
  • Provide back‑up support to Office Administrator or designated supervisor(s)

• Completion of post‑secondary education in Business Administration or related field, or equivalent experience
• At least 2 years of relevant experience in a senior administrative or executive support role
• Experience in planning, evaluation, and facilitating groups or meetings
• Excellent communication and relationship‑building skills
• Advanced organizational and multitasking skills, managing competing priorities and meeting tight deadlines
• Strong attention to detail, sound judgment, and proactive problem‑solving abilities
• Advanced proficiency in Microsoft Office Suite (SharePoint, Outlook, Word, Excel, PowerPoint, Office 365)
• High level of professionalism, discretion, and ability to maintain confidentiality
• Strong interpersonal and customer‑service skills with diverse stakeholders
• Ability to work independently and collaboratively in a fast‑paced environment
• Exceptional planning, project coordination, and time‑management skills
• Creative and resourceful, including experience developing communications or visual materials
• Commitment to cultural competency and inclusive, anti‑oppressive practices

• Occasional work beyond normal business hours
• In‑office position with prolonged sitting, standing and repetitive movement
• Prolonged periods of sustained audio and visual attention, especially reading text and graphics from paper and screens

• Medical, dental, vision, life insurance, and long‑term disability coverage
• Defined Benefits Pension Plan
• 24/7 Employee Assistance Program
• E‑learning program available year‑round
• Starting vacation time above the minimum standard
• Additional paid personal and paid sick days
• Professional development budget to advance your career
• Corporate gym membership rate with Good Life Fitness
• Access to Perko Polis corporate discount program
• Unlimited DEI trainings through partnership with Canadian Centre for Diversity and Inclusion
• Tuition reimbursement program
• Maternity‑leave and parental leave top‑up program

LOFT Community Services is a values‑driven organization with a deep belief that each person has the ability to grow and change. We value compassion, collaboration, and…