Executive Assistant & Coordinator

Position Title: Executive Assistant & Coordinator

Employment Type: Full-Time Staff | Non-Union

Annual Salary Range: $60,000 - $67,000

Division: Finance & Corporate Services

Location: 2180 Yonge Street, Toronto, ON

TVO Media Education Group ( TVO ) is devoted to inspiring learning that changes lives and enriches communities. We are an internationally recognized digital learning organization that strives to engage, inform, and educate Ontarians of all ages.

We are an agency of the Ontario Ministry of Education and a registered charity that contributes to learning, civic engagement, and public service media across Ontario. We provide free, trusted, and accessible educational content that can support Ontarians of all ages, regardless of background, location, or circumstance. To fulfill our mandate, TVO delivers curriculum-connected resources through TVO Learn and TVOkids, offers Ontario's largest online high school through TVO ILC, and produces journalism, documentaries, current affairs programming, and podcasts with TVO Today that help Ontarians understand the issues shaping their communities.

As Executive Assistant & Coordinator reporting to the Chief Financial Officer (CFO), you will provide senior administrative, coordination and light project management support to the CFO and the Finance & Corporate Services division. You will also provide limited administrative and coordination support to the Vice-President, Strategy, for selected priorities and initiatives, with priorities and workload coordinated through the CFO.

This role requires strong judgment, discretion and the ability to coordinate priorities and maintain momentum across directors, managers, Board and committee members, subject matter experts and other internal and external stakeholders. The successful candidate will be comfortable coordinating deliverables, tracking commitments and tactfully following up to keep divisional and cross-functional priorities moving.

• Manage the CFO’s day-to-day schedule, meeting cadence, agenda planning, priority setting and meeting support with a high degree of professionalism, discretion and confidentiality, including monitoring correspondence and incoming requests, flagging time-sensitive matters and determining the appropriate referral or response path
• Anticipate CFO needs, monitor key deliverables and deadlines, and proactively follow up with internal and external stakeholders to ensure commitments are met
• Coordinate Board and committee materials, meeting logistics, follow-up actions and related governance documentation in support of the CFO, working with the Board Secretary as required
• Maintain divisional records, governance documents, approvals, agreements, banking documents and document repositories, ensuring organization, retention, version control and accessibility
• Coordinate approval, signature and execution processes for agreements, governance documents, banking documents and other key corporate records, including tracking status and timely completion
• Provide project coordination and light project management support for CFO priorities, strategic initiatives and special projects with divisional or organizational impact, including coordinating stakeholder input, monitoring timelines and deliverables, preparing leadership status reports, and supporting project documentation and close-out
• Track key dates, deadlines, renewals, policy review cycles, reporting obligations, governance requirements, vacations and action items across the Finance & Corporate Services portfolio
• Prepare presentations, reports, briefings, Board and committee materials, official filings and other documentation as required
• Support travel, itineraries, expense claims,…