Executive Assistant & Board Liaison

Organization NameJob CategoriesPosition TypeRegion and Location(s)Career LevelSalaryAd Online SinceApplication Deadline
Toronto Public Library Foundation
  • Administrative / Clerical Support
Full Time
  • Ontario - Metro Toronto Area - Toronto
Experienced (Non-manager)N/A2019-05-152019-06-03

TITLE: Executive Assistant & Board Liaison

REPORTS TO: President

DETAILS: Full-time, salaried


START DATE:  June 2019



Reporting to the President, the Executive Assistant & Board Liaison is first point of contact for all Foundation relationships, making it a visible and critical Ambassador role for the Foundation. The Executive Assistant will work closely with the President to ensure the efficient operations and growth of the Foundation. This role is based at the Toronto Reference Library at Yonge & Bloor in downtown Toronto. Salary will be commensurate with skills and experience.



TPLF was established in 1997 as a charity to support the world's busiest urban public library system – Toronto Public Library. Funds raised by the Foundation support life-changing programs, services, spaces and collections at the Library’s 100 branches. Since its inception, the Foundation has raised over $86 million for TPL, thanks to the generosity of donors. To learn more about the Toronto Public Library Foundation, visit tplfoundation.ca. To learn more about the Toronto Public Library, visit tpl.ca.




  • Provides Executive support to the President including; proactively manages the President’s calendar, prioritizing activities, identifying conflicts, coordinating materials in advance of meetings, expenses, processing invoices, etc
  • Assists in the preparation of reports and presentation material, and composes routine correspondence
  • Calendar management for senior leadership team (VP, Philanthropy and Senior Director, Marketing)
  • Under the direction of the President, reviews and renews any annual Foundation agreements
  • Coordinates the daily administrative operation of the Foundation, including establishing and maintaining effective office routines
  • Surveys department needs and order supplies as required.  Ensures photocopier, fax machine and printers are in proper working order.  Maintains petty cash for the office.
  • Serves as primary point of contact to Foundation office for members of the public and other employees, initiating action where appropriate
  • Helps maintain President’s fundraising prospect pipeline
  • Organizes and maintains effective record keeping systems containing confidential information
  • Other related duties as assigned


  • Tracks vacation and sick days for Foundation staff
  • Assists with onboarding and offboarding Foundation staff
  • Acts as back-up bi-weekly payroll support in the absence of the Financial Analyst


  • Manages Board meetings, including preparing agendas and board meeting document packages with President, arranging meeting space, coordinating catering and tech; records board meeting minutes and other board governance tasks as assigned
  • Maintains up-to-date governance related materials
  • Maintains discretion and confidentiality in relationships with all board members


  • Internal: Revenue team, stewardship, events, database and donor relations, Toronto Public Library team including executives through to the branch network
  • External:  Board members, volunteers, prospective donors, vendors


  • 5+ years’ experience in providing executive support to supporting C-Level Executives, Boards and Committees preferably in a high-volume non-profit organization. This is the career you want!
  • Demonstrated proficiency in the use of computer software, specifically Microsoft Office, including word processing, spreadsheet and presentation packages 
  • Demonstrated ability to communicate effectively, orally and in writing, with senior members of staff, volunteer groups, members of the public and all levels of staff
  • Ability to conduct research and prepare reports, correspondence and presentation material
  • Proven ability to exercise independent judgement and discretion when dealing with confidential matters
  • Ability to work cooperatively as a member of a small team
  • Willingness to work some flexible hours
  • Ability to multitask in a fast paced environment, showing initiative, attention to detail and meeting deadlines
  • Experience in fundraising or marketing environment considered an asset
  • Knowledge of fundraising software Raiser’s Edge is an asset


  • Exceptional organization skills; detail-oriented; impressive project management
  • Strong communication skills, written and verbal
  • Team player and comfortable rolling up their sleeves to get the job done
  • Critical thinker who provides solutions working solo or with cross-functional teams
  • Professional, curious, sense of humor, high energy level, positive attitude and solutions-oriented
  • Comfortable with high-net wealth individuals
  • Passionate about the Library and its future


  • Be key member of a highly ambitious and results-driven fundraising team, focused on supporting priority initiatives at Toronto Public Library, the busiest public library system in the world
  • Gain non-profit experience



  • Please send resume to: tplfpresident@torontopubliclibrary.ca (no phone calls please) by June 3, 2019
  • Please include: EXECUTIVE ASSISTANT_[YOUR NAME] in subject line
  • Only qualified candidates will be contacted

The Toronto Public Library Foundation invites applications from all qualified individuals. The Foundation is committed to employment equity and diversity in the workplace and welcomes applications from visible minorities, aboriginal people, persons with disabilities, and persons of any sexual orientation or gender identity. Upon request, accommodation will be provided for persons with disabilities through all stages of the recruitment and selection process.