About Toronto Community Housing Corporation
Toronto Community Housing Corporation (“TCHC”) is the largest social housing provider in Canada and the second largest in North America. We are wholly owned by the City of Toronto and operate in a non-profit manner. TCHC provides homes to over 41,000 low and moderate-income households in 88 of Toronto's neighbourhoods, with 93,000 tenants from many different backgrounds with a diversity in age, education, language, mental and physical ability, religion, ethnicity and race. We are an essential part of the City of Toronto's fabric and social system. Our over 2,000 employees work to achieve our vision of quality homes in vibrant communities where people are proud to live and work.

Vacancy Type
Full-time Permanent

Salary/Hourly Range
$80,614.68 - $96,737.62

Work Details (Days/Hours)
Monday – Friday 36.25 hours per week

Location
931 Yonge Street

Hybrid Eligible
Yes

Affiliation
Non-Union

Division and Department
Facilities Management

Number Of Vacancies
One (1)

Existing/New Job
Existing

Grade
5

Vacancy Status
Existing

Candidate List Or Eligibility List
Candidate List

What We Offer

Ability to participate in inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities;

Minimum three (3) weeks of paid annual vacation days, increasing with years of service;

Four (4) paid personal days;

Defined benefit pension plan with OMERS, includes 100-per-cent employer matching;

Health and dental benefits, including a health spending account available upon your start date;

Employee and family assistance program;

Maternity and parental leave top up (93% of base salary);

Training and development programs including tuition reimbursement of $1500 per calendar year.

Fitness membership discount;

This job offers the chance to work from home as part of a hybrid work arrangement. This arrangement will allow you to work some days at a TCHC work location and the rest of the time from home. The amount of time required to work at a TCHC work location is flexible, while considering operational and service delivery requirements.

Make a difference
Reporting to the Vice-President, Facilities Management, the Executive Assistant provides comprehensive administrative, operational and coordination support to the Vice-President and Facilities Management Senior Leadership Team and the Facilities Management Office. The role is responsible for supporting the effective operation of the division through the coordination of schedules, meetings, communications, reporting activities and administrative processes. Working closely with leaders and staff across Facilities Management, the Executive Assistant maintains calendars, monitors key deadlines and deliverables, supports divisional communications and employee engagement activities, and ensures accurate records and information are maintained. The position requires robust organizational skills, attention to detail, sound judgment and the ability to manage multiple priorities while handling confidential and sensitive information with discretion.

What You’ll Do
Project & Divisional Coordination

Maintains divisional trackers, action logs and reporting schedules.

Tracks Board, ELT and divisional reporting requirements, maintaining schedules and following up on outstanding deliverables.

Coordinates the collection and consolidation of information for reports, presentations and submissions.





Assists with maintaining reporting calendars and ensuring divisional reporting requirements are completed within established timelines.

Maintains awareness of TCHC board, committee, and Toronto City Council meetings and agendas.

Prepares correspondence, presentations, staff communications and divisional updates on behalf of the VP Facilities Management, to support employee engagement, information sharing and communication across the division.

Schedule & Information Management

Provides calendar management and scheduling on behalf of the VP Facilities Management

Reviews the VP’s schedule daily to identify arising and potential conflicts and make adjustments to accommodate emerging priorities, respecting demands from competing stakeholders.

Communicate changes to schedule with stakeholders in a diplomatic and customer service centered manner

Considers end to end requirements when booking meetings including; briefing and prep time, internal decision points and deadlines while balancing stakeholder expectations.

Prepares and drafts minutes, and correspondence including memos, letters and reports on business related items.

Handles confidential and sensitive information with discretion and professionalism.

Meeting & Committee Coordination

Coordinates weekly Directors' meetings, including agenda preparation, meeting logistics and distribution of materials.

Records, distributes and maintains meeting minutes and action item logs.

Monitors action items arising from meetings and follows up with responsible parties to support completion.

Supports divisional meetings, events and team activities.

Maintains calendars of recurring meetings, reporting deadlines and key corporate dates.

Payroll & Administrative Services

Supports onboarding, offboarding and system access requests in accordance with corporate policies and procedures.

Prepares and submits payroll for divisional management staff, including tracking vacation records.

Maintains vacation schedules and distributes reminders regarding planned absences.

Provides administrative support related to employee records, staffing changes and organizational updates.

Tracks and processes invoices, expenses and financial documentation in accordance with corporate procedures.

Information Management & Reporting Support

Maintains divisional records, correspondence, folder structures and divisional Sharepoint.

Assists in the preparation and formatting of presentations, reports and briefing materials.

Responds to routine inquiries and requests for information from internal and external stakeholders.

What You’ll Need

Post-Secondary Degree or College Diploma or Certificate in Business Administration or relevant field, or a combination of education and/or administrative experience in a corporate environment.

Minimum of 5 years' executive assistant experience. Experience supporting the Facilities Management function is an asset.

Experience and high level of proficiency using a variety of software packages including MS Word, Excel,



PowerPoint and information databases to prepare correspondence, documents and generate reports.

Sound judgement to coordinate and maintain senior executive administrative support services, including exceptional organizational skills together with analytical judgement to make decisions when required.

Ability to identify and adapt to changing priorities.

Superior time management, multi-tasking and organizational skills.

Exceptional customer service skills and strong interpersonal skills.

Strong sense of urgency and proven ability to use sound judgement, tact and discretion in dealing with highly sensitive and confidential information.

High attention to detail and demonstrated project and meeting management skills.

Excellent oral and written communication skills.

Excellent customer service skills and political acumen to respond to enquiries from a variety of internal and external stakeholders and from individuals of diverse language and cultural backgrounds.

Ability to manage a large volume of highly confidential and sensitive information concerning, but not limited to, employee and labour relations and sensitive political and internal issues in a timely manner.

Possesses strong interpersonal skills, negotiation, analytical and problem-solving skills.

We use AI technology through the use of pre-screening questions to assist in the screening process.
Our commitment to equity, diversity and inclusion
We are committed to providing equal opportunity to all employees and strive to create a diverse workplace that reflects the cultural mosaic of our great city and the communities we serve. We recognize the value that comes from different viewpoints, unique experiences and diverse perspectives of our employees, who bring fresh, new ideas to our business. Diversity plays a key role in our ability to deliver on our mission to provide clean, safe, well-maintained, affordable homes for tenants.

TCHC is committed to diversity and inclusion within its community and encourages applications from Indigenous peoples, racialized persons/persons of colour, persons with disabilities, women, 2SLGBTQ+ persons, and others who can help us provide vibrant communities and make our city a great place to live. In an effort to ensure access to information for people with disabilities, we have noticed that some screen readers do not function properly with our job portal. If you are a person with a disability and are experiencing issues with our job portal and would like access to our job postings in an alternative format, please email your request to our People and Culture Division at [email protected].

Accessibility for applicants
Toronto Community Housing is committed to equity in employment. Our goal is a diverse, inclusive, and barrier-free workplace that reflects the communities we serve.

We will provide reasonable accommodation to applicants with disabilities at all stages of the hiring process in accordance with the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, 2005, and Toronto Community Housing’s Accessibility Policy.

If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to our People & Culture department at [email protected] or call our accessible accommodations line at (416) 981 - 4119. Please refer to the job requisition number when you contact us.

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📌 Executive Assistant - Facilities Management (Ontario)
🏢 Toronto Community Housing
📍 Ontario