Executive Assistant, Integrated Philanthropy

About UJA Federation of Greater Toronto

At UJA Federation of Greater Toronto, our vision is to lead the most vibrant Jewish community in North America - a community characterized by its diversity, unity, compassion, generosity and commitment to Jewish values. Together with our philanthropic, volunteer and professional leadership, we’re changing lives.

As one of North America’s leading Jewish non-profits, UJA Federation of Greater Toronto works to preserve and strengthen the quality of Jewish life in Greater Toronto, Canada, Israel and around the world. UJA advances this mission through fundraising, programs, and research focused on our strategic pillars: fighting poverty and improving well-being, growing Jewish education and identity, countering antisemitism and hate, and strengthening connections with Israel and Jewish communities worldwide.

Position Summary

The Executive Assistant provides executive, administrative and coordination support to the SVP, Integrated Philanthropy, helping advance departmental priorities and initiatives. Working closely with the SVP and Associate Director of Operations & Fundholder Experience, the role also supports operational consistency, administrative processes and effective fundholder service supporting strategic planning and execution of departmental priorities.

The successful candidate is proactive, highly organized and discreet, with strong relationship-building skills, sound judgment and the ability to manage competing priorities in a collaborative, service-oriented environment.

Key Responsibilities

Executive and Departmental Support

• Manage the SVP’s calendar, meetings, correspondence, scheduling and administrative requirements.
• Prepare agendas, presentations, reports, briefing materials and meeting notes; track decisions, deadlines and follow-up actions.
• Coordinate departmental projects, donor events, educational programs, committees and working groups.
• Facilitate communication and collaboration across Integrated Philanthropy and other departments.
• Manage donor correspondence, acknowledgements, reports, stewardship activities and follow-up.
• Attend selected meetings and events outside regular working hours when required.

Donor and Fundholder Service

• Respond to designated fundholder, donor and volunteer inquiries, coordinating requests with appropriate internal teams.
• Support contributions, grants, fund documentation, acknowledgements, reporting and stewardship activities.
• Maintain accurate donor interactions and records in the Foundation’s CRM and related systems.
• Assist with fundholder reporting and stewardship initiatives.
• Support strategic fundraising initiatives.

Operations and Process Coordination

• Work with the Associate Director, Operations & Fundholder Experience, to maintain consistent administrative practices, workflows and documentation standards.
• Maintain organized shared files, records, contact lists and departmental resources.
• Coordinate operational tasks, reporting, deadlines and follow-up activities across teams.
• Support operational projects and identify opportunities to improve processes, information management and service delivery.
• Balance priorities between both reporting relationships, communicate competing demands promptly and escalate matters requiring leadership direction.

Qualifications and Experience

• Post-secondary education in business administration, office administration or a related field, or equivalent experience.
• Minimum five years of relevant experience in administration, executive support, client service or project coordination; nonprofit, philanthropic, fundraising or financial services experience is an asset.
• Excellent organizational, time-management, communication and interpersonal skills, with strong attention to detail.
• Proactive problem-solving skills, sound judgment and the ability to manage competing priorities independently and collaboratively.
• Proficiency in Microsoft Office, including Outlook, Word, Excel and PowerPoint; CRM experience, particularly Salesforce, is an asset.
• Comfort working with basic financial information and handling confidential information.
• An interest in philanthropy and the Jewish community, with a commitment to service excellence.

*This is a full-time permanent position, Salary Range: $70,000-80,000 annually, based on experience.

At UJA we support a flexible work schedule and all of our employees engage in hybrid work. Engagement and connection are key to supporting the best employee experience and we want to ensure that this puts balance and well-being at the forefront of our approach to ways of working. In addition to a rich time-off policy, UJA’s offices are closed on all Jewish holy days (yom tov) and we support early office closures to observe the Jewish Sabbath (Shabbat).

Qualified applicants are invited to submit a cover letter and resume. Only those applicants invited for interview will be contacted. Please be advised that all offers of employment are contingent upon the successful completion of professional references and background checks including Social Media Account(s) and a Police Records Check/Vulnerable Sector Screening.

Commitment to Inclusion and Accessibility:

UJA Federation supports a diverse candidate and employment experience. We are proud of our dynamic professional team, which reflects the diversity of the Jewish community and general community alike in Greater Toronto. We are an equal opportunity employer and welcome applicants from all communities. We encourage you to follow us to get regular updates on open roles. We are committed to creating an inclusive and accessible workplace and believe this is essential to ensure that every member of our team can thrive.

We adhere to barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please notify us and we will work with you to meet your needs.