Deadline: April 15, 2026

Position Type: Full Time, Regular Position

Salary Range: $60,059 – $70,658

Benefits include:

  • Extended Health and Dental benefits including Life, AD&D and LTD
  • Healthcare of Ontario Pension Plan (HOOPP)
  • Employee Assistance Program (EAP)
  • Paid time off (vacation, sick and personal days)
  • Professional development time and funds

South Riverdale Community Health Centre is a non-profit, multi-service organization that provides primary healthcare, social and community outreach services with an emphasis on health promotion and disease prevention primarily to people of East Toronto. Our mission is to improve the lives of people that face barriers to physical, mental, spiritual and social well-being. We do so by meaningfully engaging our clients and communities, ensuring equitable access to primary health care and delivering quality care through a range of evidence informed programs, services and approaches. As a leader in community health, our locally and internationally recognized community services include cutting-edge primary health services, health promotion, harm reduction, environmental health, community food centre and population-based community programs for marginalized peoples. We value health equity and inclusion and respect in our work and in the delivery of our services.

The Executive Assistant (EA) is responsible for the development and implementation of systems that effectively support the Leadership Team and improves organization-wide collaboration both internally and in partnership with external organizations. The EA applies a customer service orientation in all aspects of their work and provides a broad range of advanced administrative and support services. The EA is responsible for the administrative oversight of organizational policies, contracts, and other organizational files. The EA supports the Leadership Team and has access to confidential human resources, finances, leadership and Board correspondence, minutes and files. Working onsite is required.

Responsibilities:

Board Support

  • Provides extensive preparatory, administrative and recording services to the Board of Directors, Committees and Working Groups as required; ensures the effective and timely distribution of agenda materials and manages the coordination, logistical arrangements and hospitality for board meetings, committee and work group meetings, annual general meeting and other events
  • Maintains all Board related communication and documentation including Board Resource Manual and Governance Policies
  • Coordinates and attends Board, Board Committee and Work Group meetings, Board retreats and ensures a timely distribution of the minutes, monitoring reports and all necessary follow up
  • Ensures minutes are accurate and relevant with decisions and action items documented and tracked in an appropriate manner
  • Supports the Board to recruit and organize training of volunteers who are Board Directors or organizational members involved in Board Committee & Work Groups
  • Assists with the coordination of orientation of new Board Directors, including ensuring all relevant forms are completed
  • Provides communication support between the Leadership Team and Board Directors
  • Maintains the list of Board Directors’ terms of office and updates and verifies SRCHC’s corporate public record in accordance with requirements set out by statutes
  • Provides support to the Leadership Team and Board for the planning, coordination and execution of the AGM (event logistics, coordinating annual report, facilitating Board recruitment process, coordinating election process and AGM presentations) according to SRCHC By-laws
  • Contributes to coordinating and maintains a record of internal compliance reporting and tracks information required for accreditation and funders as needed
  • Maintains the Board’s confidential files, including in-camera minutes and confidential Chief Executive Officer’s human resources documentation in an appropriate manner
  • Registers and tracks Board of Directors’ training & volunteer hours
  • Deals with confidential and privileged human resources and legal information
  • Registers Board of Directors for events and conferences

Relationship Building

  • Liaises with senior, external executives and their staff including government officials, funding organizations, political offices, and community organizations
  • Develops productive relations with community partners
  • Develops professional and positive relations with internal staff to facilitate organizational projects, and at times will participate in supporting other teams

Leadership Team Support

Scheduling:

  • Manages calendar and facilitates meeting requests by internal and external stakeholders and books into relevant Leadership Team calendars
  • Negotiates and resolves expediently scheduling conflicts
  • Prepares travel schedules, books travel arrangements, and makes reservations for Leadership Team as required
  • Registers Leadership Team for events and conferences

Correspondence:

  • Filters mail and e-mail daily, specifically from the general Inbox, forwarding correspondence to the appropriate staff person, flagging time sensitive or confidential material and responding to general enquires as necessary; communicates effectively on behalf of the Board, the Leadership Team and the organization to a wide range of internal and external sources 
  • Drafts memos, reports, or other correspondence as directed
  • Maintains and updates the community feedback data tracking and dashboard

Document preparation and management:

  • Ensures the timely preparation of a variety of document types as required for meetings, funders, funding submissions, etc. 
  • Drafts, edits and formats executive correspondence, presentations, annual report items, website/social media/staff portal content and event material as directed
  • Supports adding and editing the policies, procedures and forms of the organizational on the staff portal
  • Develops and maintains electronic and physical systems for filing, archiving and retrieval of information; maintains official records for the Leadership Team.
  • Maintains organization of contracts and record keeping replated to  vendors of record, contract renewal dates, lease renewal dates, etc.

Coordination:

  • Provides preparatory, administrative and recording services to the Leadership Team; ensures the effective distribution of agenda materials and manages the logistical arrangements and hospitality as required for these meetings
  • Supports the coordination of All-Staff meetings, leadership team meetings and other special events on behalf of the Leadership Team
  • Coordinates small print jobs (e.g. business cards, posters, brochures)
  • Backup for grant applications, assisting on external website applications and with completion and compilation of information about the organization, it’s Board of Directors, and other organizational information
  • Supports RFP processes utilizing the Broader Public Sector guidelines for vendors of record and competitive and non-competitive contracts.

Communication: 

  • Carries out research and information gathering for the Leadership Team as necessary and facilitates routine requests for information 
  • Oversees confidential document signing on behalf of the Leadership Team
  • Capable of posting content across social media channels and on the website and staff portal

Organizational Support:

  • Back-up support for the Administrator Facilities & Services; must be on site if the Administrator is on vacation, sick or away from the centre
  • Steward  for Leadership Team credit cards and supports with the associated reconciliation
  • Oversees administration of insurance
  • Coordinate the organization of SRCHC merchandise e.g. ordering, inventory and distribution
  • Participates as required in special projects
  • Attends regular team meetings as required
  • Participates on agency committees/events as appropriate

Event Coordination:

  • Provides leadership and coordination in the planning of events which are significant in the life of the organization such as celebratory occasions, Board functions, strategic planning meetings, community consultations and engagement activities, conferences, Open Houses, and annual general meetings
  • Develops event plans and ensures that food and facility costs are within budgeted resources
  • All other duties as required

Qualifications:

  • Undergraduate degree in Business Administration, or related discipline, or combination of equivalent experience and training 
  • Experience working with Board of Directors and awareness of governance principles and processes
  • Minimum three years of proven experience in a senior executive support position
  • Experience providing administrative support to senior executives and to Boards of Directors
  • Expert administrative abilities including advanced Microsoft Office applications (e.g. Word, Excel, PowerPoint, Teams, Adobe, Outlook, Zoom, WordPress and DocuSign)
  • Knowledge and experience with processes of community consultation and professional accreditation standards
  • Demonstrated respect for diversity, equity, anti-racism and accessibility with the ability to work collaboratively and positively with others
  • Excellent interpersonal skills with the ability to work in a team environment
  • Excellent written and verbal communication skills
  • Strong organizational and time management skills, with the ability to multi-task
  • Ability to prioritize work and flexibility to work with deadlines
  • Sensitivity and discretion in handling confidential information
  • Ability to exercise sound judgement and demonstrate self-awareness and initiative
  • Strong analytical and problem-solving skills
  • Attention to detail
  • Ability to be resourceful, enterprising and innovative when required
  • Police clearance documentation will be required for employment
  • Proof of double COVID-19 vaccination status will be required for employment

This posting is not for an existing vacancy.

The deadline for applicants is Wednesday, April 15, 2026 at 5:00 p.m.

Please email your cover letter and resume, with subject line “Executive Assistant” to:
[email protected]

Or by mail to:
The Hiring Committee – Executive Assistant
South Riverdale Community Health Centre
955 Queen Street East 
Toronto, ON  M4M 3P3

No faxes, phone calls, or requests to meet please.

This is a non-bargaining unit position.

SRCHC welcomes applications from people with disabilities.  Accommodations are available on request for candidates taking part in all aspects of the selection process.

SRCHC is an equal opportunity employer.  We would like to thank all those that apply but only those selected for an interview will be contacted.

SRCHC encourages applicants who are racialized (IBPOC) and/or applicants who face any barriers as a result of systemic discrimination to apply for this position.

SRCHC encourages a scent-free environment.  Employees, students, volunteers, and visitors are asked to refrain from wearing fragrances and other scented personal care products (i.e. perfumes, deodorants, lotions, hairspray, etc.) while at the Centre.