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About the Role
The Executive Assistant provides comprehensive executive, administrative, and coordination support to the SVP, Integrated Philanthropy, to advance departmental priorities and initiatives. This role also supports operational consistency, administrative processes, and effective fundholder service in collaboration with the Associate Director of Operations & Fundholder Experience.
Responsibilities
- Manage the SVP’s calendar, meetings, correspondence, scheduling and administrative requirements.
- Prepare agendas, presentations, reports, briefing materials and meeting notes; track decisions, deadlines and follow-up actions.
- Coordinate departmental projects, donor events, educational programs, committees and working groups.
- Facilitate communication and collaboration across Integrated Philanthropy and other departments.
- Manage donor correspondence, acknowledgements, reports, stewardship activities and follow-up.
- Attend selected meetings and events outside regular working hours when required.
- Respond to designated fundholder, donor and volunteer inquiries, coordinating requests with appropriate internal teams.
- Support contributions, grants, fund documentation, acknowledgements, reporting and stewardship activities.
- Maintain accurate donor interactions and records in the Foundation’s CRM and related systems.
- Assist with fundholder reporting and stewardship initiatives.
- Support strategic fundraising initiatives.
- Maintain consistent administrative practices, workflows and documentation standards.
- Maintain organized shared files, records, contact lists and departmental resources.
- Coordinate operational tasks, reporting, deadlines and follow-up activities across teams.
- Support operational projects and identify opportunities to improve processes, information management and service delivery.
- Balance priorities between both reporting relationships, communicate competing demands promptly and escalate matters requiring leadership direction.
Requirements
- Post-secondary education in business administration, office administration or a related field, or equivalent experience.
- Minimum five years of relevant experience in administration, executive support, client service or project coordination.
- Excellent organizational, time-management, communication and interpersonal skills, with strong attention to detail.
- Proactive problem-solving skills, sound judgment and the ability to manage competing priorities independently and collaboratively.
- Comfort working with basic financial information and handling confidential information.
- An interest in philanthropy and the Jewish community, with a commitment to service excellence.
- Offers of employment are contingent upon the successful completion of professional references and background checks including Social Media Account(s) and a Police Records Check/Vulnerable Sector Screening.
Skills
- Proficiency in Microsoft Office, including Outlook, Word, Excel and PowerPoint
- CRM experience, particularly Salesforce, is an asset
Location
- Greater Toronto
Work Type
- Full-time
- Permanent
- Hybrid
Experience Level
- Minimum five years of relevant experience
Education Level
- Post-secondary education in business administration, office administration or a related field, or equivalent experience
Salary/Compensations
- $70,000-80,000 annually
Benefits
- Rich time-off policy
- Offices are closed on all Jewish holy days (yom tov)
- Support early office closures to observe the Jewish Sabbath (Shabbat)
- Flexible work schedule
About the Company
- UJA Federation of Greater Toronto's vision is to lead the most vibrant Jewish community in North America - a community characterized by its diversity, unity, compassion, generosity and commitment to Jewish values.
- As one of North America’s leading Jewish non-profits, UJA Federation of Greater Toronto works to preserve and strengthen the quality of Jewish life in Greater Toronto, Canada, Israel and around the world.
- UJA advances this mission through fundraising, programs, and research focused on our strategic pillars: fighting poverty and improving well-being, growing Jewish education and identity, countering antisemitism and hate, and strengthening connections with Israel and Jewish communities worldwide.
Equal Opportunity
- UJA Federation supports a diverse candidate and employment experience.
- We are an equal opportunity employer and welcome applicants from all communities.
- We are committed to creating an inclusive and accessible workplace.
- We adhere to barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA).
- Should you require Code-protected accommodation through any stage of the recruitment process, please notify us and we will work with you to meet your needs.