Assistant, Executive

The Baycrest Foundation has an exciting opportunity for an

Assistant, Executive Posting Number: 10191

Position Type: Permanent Full Time

Shift Type: Days, Hybrid

Bi-Weekly Hours: 70 Hours, 7 hrs/shift

Union: Non-Union

Date Posted: September 2, 2026

Internal Closing Date: September 10, 2026

About Us The Baycrest Foundation inspires giving to shape the future of aging and brain health. It connects generosity with purpose by supporting research, care and education that improve the lives of older adults and their families.

Building on more than a century of leadership in aging and brain health, the Foundation empowers donors to advance breakthroughs in the prevention of cognitive decline and dementia, earlier detection and improved diagnostics, new treatments and therapeutics, and innovative approaches to dementia care.

Rooted in community and inspired by possibility, the Baycrest Foundation helps donors make a lasting difference in how people live, age and thrive.

Job Summary The Executive Assistant provides Executive-level support and partnering to the Chief Development Officer (CDO) and Chief Campaign Officer (CCO) and to senior members of their teams.

Key Responsibilities Scheduling and Time Management

• Takes the lead in organizing meetings, updates with direct reports, events and other functions on behalf of the CDO and CCO, including: arranging meeting room, teleconferencing, catering, distribution of information, agendas and other materials, communicating with attendees, etc.
• Coordinates travel arrangements for the CDO and CCO, including flights, hotel and car reservations; prepares an itinerary of travel plans.
• Monitors incoming e-mails on a timely basis for invitations, meetings, responses required, etc.

Meeting Management

• Schedules, coordinates logistics (room, catering, audio-visual equipment, etc.), prepares and distributes agendas/materials/documents for committees and other meetings.
• Attends meetings, records minutes, consolidates all discussions from the meeting attendees and prepares minutes.
• Ensures the CDO and CCO are prepared for internal/external meetings, i.e., organizing and preparing relevant documentation such as meeting briefings including donor information sourced from Raiser’s Edge

Document Preparation & Coordination

• Provide accurate word-processing support by composing and/or editing a variety of documents, including highly sensitive, confidential correspondence, memoranda, contracts, proposals, presentations, etc.
• Conducts research, as necessary, in the production of documents, materials, presentations, etc.
• Keeps track of the documents and spreadsheets prepared by the CDO and CCO

Electronic Data & Paper File Management

• Coordinates the receiving, analyzing, distributing and responding to electronic and paper communications to facilitate the flow of information.
• Ensures compliance with confidentiality and privacy standards and requirements.
• Manages files related to key stakeholders such as donors, board members, leadership volunteers and staff.

Departmental Operations

• Supports the CDO and CCO in the development of budgets and tracks budget expenditures, including operating and capital expenses.
• Reviews cost centre reports for charges and reports errors/omissions identified to Financial Services; follows up to resolve outstanding issues
• Ensures payroll timesheets are accurately completed and submitted in a timely manner.
• Maintains policies and procedures relevant to the CDO and CCO portfolios, monitors review timelines and coordinates updates with the CEO’s EA and appropriate policy owners.
• Supports other assigned personnel, in particular the Director of Planned Giving and Legal Affairs, with ongoing duties as assigned.
• Organizes, manages and orders office supplies.

Qualifications

• Diploma in Office Administration – Executive (i.e. Seneca College) or recognized equivalent.
• Minimum five (5) years related experience in a senior administrative position.
• Previous experience in a fundraising non-profit organization, particularly a complex health care facility, is an asset.
• Substantial experience and a proven track record of delivering continuous improvement.
• Excellent computer and keyboarding skills including a high degree of proficiency in the Microsoft Office suite of software, including Word, Outlook, Excel, PowerPoint and Raiser’s Edge.
• Knowledge of Freedom of Information and Protection of Privacy Act 1990 requirements.
• Superior verbal, written and listening communication skills.
• Exceptional organizational, planning and time management skills.
• Ability to work under pressure to tight deadlines
• Ability to manage multiple, often competing priorities.
• Demonstrated ability to work effectively with staff at all levels, including other members of the Senior Management team and their support personnel.
• Excellent proofreading and editing skills.
• Excellent analytical and problem-solving skills.
• High work standards with a ‘total quality’ mindset.

Compensation At Baycrest, we take pride in ensuring our compensation structure is internally equitable and compliant with pay equity legislation. We believe compensation should be transparent, equitable, and reflective of your experience and growth. Our salary ranges are structured to support progression, from learning the role to demonstrating full proficiency.

The salary range for this position is 71,208 to 89,010 per year.

Your placement within the target hiring range will depend on your job-related knowledge, skills, abilities, and relevant education and experience, as well as considerations such as market conditions and internal equity. The starting salary will be determined using these factors to ensure fairness and consistency across the organization.