Executive Assistant_FT-Perm

Title of Job
Executive Assistant

Location
Toronto, ON – Operations & Finance

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

Work Type
Hybrid

Job Summary
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.

Responsibilities

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)

Qualifications

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

Work Environment

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

Compensation & Benefits

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

Commitment to Diversity and Inclusion
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…