Position: Permanent
Position Type: Full time non-unionized position
Hours of work: 8:30 am to 4:30 pm (with one-hour unpaid lunch), Monday to Friday (On site, 5 days a week).
Branch: Business Office
Location: Office is located in Toronto campus - 306 Lawrence Avenue East, Toronto, Ontario, M4N 1T7
Salary Range: TFS has a compensation framework for non-unionized employees, which is determined by the nature of the position and the candidate’s level of experience. For this position, the salary range is: $80,000 - $100,000
Start Date: June 2026
About the position
Reporting to the Chief Financial Officer, the Executive Assistant is responsible for the office administration duties for the CFO and Business Office. As the Executive Assistant, customer service and organization is your passion, and you will utilize your skills to create great rapport with our community. This is a bilingual role.
This is a key role to TFS as it is the first face parents and staff see in the Administration Building. A high level of confidentiality is required.
Key Responsibilities
- Communication: serving as the central point of contact for the Business Office and the Administrative Building. Key contact for all visitors to the Business Office. May serve as back up for main reception and switchboard during lunch and absences Serve as the key contact for all Business Office visitors and provide backup coverage for the main reception and switchboard during lunch and absences.
- Calendar and Meeting Management: Manage the Chief Financial Officer's (CFO) calendar, including arranging meetings, booking rooms, coordinating virtual calls, and providing meeting support. Oversee the Board calendar and maintain the school-wide resource calendar, including all bookings for the Boardroom.
- Contract and Policy Management: Manage all contracts, including maintaining organized contract folders and lists to ensure timely renewal and proper filing. Oversee 3rd party facility rentals (approx. $750K annually) and manage after-school vendor contracts, including liaising with branch coordinators, collecting required documentation (VSS, Insurance), and assisting with facility management contract administration (invoicing and collections). Coordinate updates and manage TFS internal policy folders.
- Financial and Administrative Support: Provide administrative support to the Business Office, including electronic filing, accounts payable (AP) and accounts receivable (AR) functions (vendor management, cash receipts, cheques, processing childcare forms, issuing receipts). Process the CFO's credit card and assist with the annual institutional insurance renewal, including application completion and coordinating Certificates of Insurance. Prepare formal correspondence to parents and vendors as required.
- Office Operations and Logistics: Manage all centralized office operations and supplies for the Business Office and 306 Administrative Building, including maintaining office and kitchen areas, managing all internal/external mail, couriers, and the postage machine. Coordinate catering orders for the Business Office and Board meetings as needed. Manage and distribute all supplies (stationary, letterhead, photocopier supplies, ID cards), including ordering business cards and name tags for the whole school. Handle annual parking sticker distribution and management for all staff and students. Maintain off-site storage records, recycle bins, documentation for the whole school, and absence management calendars for the Business Office and summer vacation schedules.
- Project Support: Support new staff onboarding and execute various projects and other administrative duties as assigned by the CFO.
Who we are looking for
We recruit candidates who embrace our TFS values of integrity, discernment, respect and engagement. The ideal candidate profile is as follows:
- Undergraduate Degree or Diploma in Office Administration or equivalent.
- Minimum of 5 years' progressive experience working an administrator and/or as a bilingual administrative assistant in a mid-size environment.
- Advanced knowledge of Microsoft Office suite (intermediate level for Word and Excel).Experience with Google suite of applications an asset
- Bilingualism required (French & English): oral and written.
- Excellent customer service skills and communication skills
- Enthusiastic, professional and energetic manner on the phone and in person; organized;
- Polite, punctual, flexible;
- Able to prioritize and work independently;
- Able to exercise initiative, and be proactive in finding solutions;
- Will be required to work in a busy environment with constant interruptions requiring multi-tasking skills;
- Use discretion and good judgment;
- Demonstrated experience in learning new technology and automation; Be accurate in data processing tasks.
What we offer
TFS is an exceptional place to work, and our offers are generous as well as competitive in the marketplace in terms of:
- A competitive compensation
- An attractive group insurance package and participation in a RRSP plan or OTPP from the first day of employment
- Generous vacation policy and additional paid time off
- A stimulating working environment
- Multiple professional development opportunities
- A rewarding career where you can make a difference
TFS welcomes applications from Indigenous peoples, persons with disabilities, visible minorities, persons of all sexual orientations and gender identities, and all others with the skills and knowledge to productively engage with diverse communities.
If you require accommodation, please notify us in advance and we will work with you to meet your needs. TFS is committed to providing accommodation throughout the recruitment and selection process.
TFS does not use Artificial Intelligence (AI) in its recruitment or selection processes. We kindly ask candidates who choose to use AI tools when preparing their application materials to disclose this during the recruitment process.
Interested and qualified candidates should submit a cover letter and a résumé here as soon as possible.
