CEO Assistant and Board Liaison_FT-Contract

DATE: March 17, 2025
LOCATION:  Toronto, ON – Head Office
COMPENSATION: $63,042 - $74,308 Range annually prorated
CONTRACT DURATION: until December 31, 2025

LOFT Community Services is a unique and dynamic charitable organization that supports people living with complex issues such as mental and physical health challenges, substance use challenges, poverty and homelessness. Serving 19,633 annually and providing 1,861 units of supportive housing last year, LOFT is one of Ontario’s largest mental health service providers of its kind. LOFT is also recognized as a Nonprofit Employer of Choice™ Award (NEOC) recipient.

To help fulfill its mission, LOFT is hiring a Full Time Contract CEO Assistant and Board Liaison.

Job Summary
The CEO Assistant and Board Liaison provides comprehensive support to the Board of Directors, LOFT leadership and the main administrative office. They perform a wide variety of important, complex and sensitive administrative assignments that support strategic business initiatives that cut across multiple teams and external stakeholders. They contribute to the effectiveness of the CEO and the Board by providing a comprehensive range of senior office management and administrative services, recognizing and appropriately dealing with confidential information, while representing the values and vision of the CEO and the Organization.
They work independently performing a wide range of complex and confidential administrative and coordinating tasks. The role contributes to LOFT’s communication activities as required and must have the ability to take on special projects related to the work of LOFT.

What You Will Do

1. Support to CEO –

• Handles administrative responsibilities for the CEO including and not limited to scheduling and coordinating meetings, receiving visitors, answering phone calls and other general administrative functions
• Schedules and coordinates all meetings and travel and keeps CEO informed of any changes.
• Assists CEO with Board meetings through the production of documents, taking and distributing minutes
• Gathers, compiles, verifies, and analyzes information for the CEO’s use in documents such as memos, letters, reports, speeches, presentations, and news releases.
• Perform tasks independently, preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters, memos, reports and official information releases.
• Manages CEO’s expenses including organizing receipts and submitting for reimbursement.
• Builds and maintains working relationships with the CEO, Board and other employees.
• Other duties as assigned.

2. Support to Board of Directors -

• Interfaces and provides general support to the Board of Directors
• Creates and maintains the Board of Directors and Board committees’ annual calendars.
• Distributes all Board and Board committee meeting reminders, agendas, reports, special mailings and other necessary documents that ensures effective communication.
• Document and take minutes in meetings and follows-up with team leaders on key takeaways and deliverables.
• Support Board of Directors in preparing reports, conducting research, drafting proposals and other administrative support tasks as required
• Maintains the Board’s confidential files, including in-camera minutes and confidential human resources documentation in an appropriate manner.

3. Organizational/Team Support-

• Serves as the first point of contact for visitors and vendors to LOFT’s head office, by greeting and directing them appropriately
• Provides administrative support and other office duties as required
• Participates as a member of the LOFT team to accomplish LOFT strategic priorities
• Shares information as required with LOFT staff
• Updates and assist with content for LOFT’s website and social media channels as required
• Works according to all agency policies and procedures
• Contributes to LOFT’s commitment to the Health and Safety program

What You Bring:
Must Haves

• Extensive administrative experience with 2 or more years’ experience in senior administrative role.
• Completion of post-secondary education in business administration or a relevant education or equivalent experience, specific to business and event coordination
• Highly developed administrative and organizational skills with the ability to handle multiple priorities, work under pressure and meet strict deadlines.
• Must display sound judgement, strong attention to detail and willingness to take initiative.
• Superior knowledge of and experience with computer applications, specifically Teams, Outlook, Word, Excel, PowerPoint, Office 365 and the Internet.
• Works independently with minimum supervision.
• Demonstrated ability to maintain confidentiality and discretion.
• Excellent oral and written communication skills, including ability to write and edit memos, reports, e-mails, agendas, minutes, etc.
• Ability to work independently and as part of a team.

Nice-to-have

• Experience working with a Board of Directors.
• Administrative support to teams, projects and managements.

Work Environment:

• Occasional work beyond normal business hours.
• Occasional travel in the GTA.
• Prolonged sitting, standing and repetitive movement
• Prolonged periods of sustained audio and visual attention; especially reading text and graphics from paper, LED/LCD screens and projected media

What We Offer:

• E-learning program available all year round
• Starting vacation time above minimum standard,
• Additional paid personal and paid sick days
• Professional development budget available to help you nurture and shape your career
• Corporate Gym membership rate with GoodLife Fitness
• Access to Perkopolis, a comprehensive corporate discount program
• Access to unlimited DEI trainings through partnership Canadian Centre for Diversity and Inclusion

Our 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 community delivered with dignity, innovation, and excellence. LOFT’s vision is that together, we can all live successfully in our community. Our client population reflects Ontario’s diverse community and it is LOFT’s goal to build a workforce who also reflects that diversity. LOFT believes there are many ways to develop skills and build experience and expertise. So even if you don’t “tick all the boxes” but think you’d thrive in this role, you are encouraged to apply.

Note: A satisfactory vulnerable sector check (VSC) is also required.
CLOSING DATE: March 31, 2025

#LI_HYBRID