Manager, Executive Administration

Location
240 McCaul Street, Toronto, ON M5T 1W5
 
Benefits
Pulled from the full job description
Dental care
On-site gym
 
Full job description
About the Role

This is an amazing opportunity to partner closely with the CEO of RMHC Toronto. This role will deliver stellar management and coordination of administration across Executive Administration activities and outputs. In addition to providing general assistance to the CEO. This position requires an individual who loves to show off their professional chops through the organization and administration of all board and committee meetings. The Manager, Executive Administration position does not contain direct people leadership accountabilities but requires the ability work cross-functionally with all RMHC Toronto levels of leadership and staff, both independently and on behalf of the CEO.

This role is on-site with some flexibility to work remotely. Attending and supporting events outside regular working hours will be required, including board of directors and board committee meetings.

Position Summary

We are seeking a highly organized, agile, and strategic professional to serve as the Manager, Executive Administration. This role is instrumental in enabling the CEO’s effectiveness by providing proactive administrative, project management, and governance support. The ideal candidate excels in managing multiple priorities with discretion and diplomacy, synthesizing complex information for a range of audiences, and ensuring timely follow-through on high-level communications, board deliverables, and internal initiatives.

This position requires exceptional judgment, superior communication skills, attention to details, and the ability to operate with a high degree of professionalism in a fast-paced, mission-driven environment.

Key Responsibilities Include

1. Manage CEO's calendar, schedule meetings, appointments, and coordinate time-sensitive activities, ensuring strategic time allocation

2. Manage and prioritize emails and ensure timely communication on behalf of the CEO

3. Coordinate travel arrangements, including booking flights, accommodations, and transportation for CEO business trips

4. Prepare, produce and distribute materials on behalf of the CEO, board of directors, board committees and subcommittees, including developing meeting agendas, attending RMHC Toronto leadership meetings and taking minutes as required, tracking and managing follow up items, and creating presentations, communications and reports

5. Translate complex and multifaceted information into clear summaries and visuals for diverse audiences, including internal teams, board members, and external stakeholders.

6. Support the preparation of speaking notes, scripts, and event briefs for CEO engagements.

7. Organize and maintain document management systems for RMHC Toronto records and documents

8. Maintain an organized and efficient office environment, including managing supply inventories

9. Manage expense tracking, reimbursement, and budget coordination for the CEO's office

10. Serve as first point of contact for the Board of Directors, disseminating information and communications between the CEO and board members

11. Coordinate board meetings, including scheduling and attending meetings, managing logistics, taking and distributing minutes, managing all document distribution and follow up items, and providing administrative support during and after

12. Coordinate the organization and administration of board committees and subcommittees, maintaining an updated board roster, tracking terms, and delivering onboarding of new board members

13. Manage and ensure compliance with board bylaws, policies, and governance standards, and assist with board evaluations and assessments

14. Lead or support special projects and organizational initiatives as assigned by the CEO, ensuring clear goals, timelines, and deliverables.

15. Work cross-functionally to coordinate stakeholder input, prepare briefing materials, and maintain project documentation.

16. Proactively identify opportunities for operational efficiency and improved executive workflows within the Executive Office.

QUALIFICATIONS

Education & Experience

Minimum 5–7 years of experience supporting senior executives or boards, ideally in a nonprofit, public sector, or mission-driven organizations.
Post-secondary education in Business Administration, Marketing & Communications, Public Relations, Public Policy, or related field, or an equivalent combination of education and experience
Specialized knowledge of Board of Governance procedures and relevant legislative structures and practices in Ontario is an asset
Knowledge, Skills & Abilities

Ability to (and love of!) efficiently and effectively juggling competing demands and priorities in a dynamic and fast-paced environment
High political acumen with the ability to maintain a high level of discretion and confidentiality when handling sensitive information related to the CEO and board activities
Exceptional written and verbal communication skills, with a strong ability to synthesize information and tailor messaging to different audiences.
Competent in building PowerPoint presentations and/or summaries for executive and operational communication
Excellent time management and planning skills
Well-developed interpersonal and conflict resolution skills
Exceptional organizational abilities with an impeccable attention to detail
Advanced skills in relevant office software (Microsoft 365, Survey Monkey, Raisers Edge), communication tools, and board management software (BoardEffects)
The Organization

Since 1981, Ronald McDonald House Charities (RMHC) Toronto has served as a place to call home for families with seriously ill children undergoing treatment. RMHC Toronto encompasses a House for 81 families in downtown Toronto and seven Family Rooms in hospitals across the Greater Toronto Area and in Sudbury. The families we serve come from throughout Ontario, across Canada and around the world.
What We Offer

An opportunity to make a difference in the lives of children, families, and the community.
Competitive total rewards package includes:
A salary range of $70,000 -$80,000
3 weeks vacation
Group health and dental benefits, coverage for mental health, paramedical services and more.
10 wellness days + religious days
Professional Development fund for further education and learning.
A vibrant downtown location with flexible work arrangements to support work-life balance.
Onsite gym.
A mission-driven organizational culture.
Looking to make a difference in the lives of children and families? Submit your application today!

RMHC Toronto is an Equal Opportunity Employer. RMHC Toronto is committed to diversity and inclusiveness in the workplace and as an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population and families we support.

We encourage applications from members of groups that have been historically marginalized, including but not limited to Aboriginal, Indigenous, Metis and Inuit peoples, racialized groups/persons of colour, people with varying abilities, members of visible minority groups, LGBTQ2S+, those who identify as women, and other equity-seeking groups.

When contacted for a job opportunity, please advise the People and Culture team of any accommodations needed in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code to ensure you have access to an equitable process. We request that you provide your accommodation request as soon as reasonably practicable. Any information received relating to accommodation will be addressed confidentially.

 

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