Executive Assistant to the Managing Director, Azrieli Music, Arts and Culture Centre

Executive Assistant to the Managing Director, Azrieli Music, Arts and Culture Centre

The Azrieli Foundation is one of Canada’s largest philanthropic foundations, supporting initiatives in education, science, healthcare, research and the arts. Through strategic grants and partnerships, we foster innovation and drive positive change within these critical sectors in Canada and Israel.

The Azrieli Music, Arts and Culture Centre (AMACC) is a catalyst, key funder and strategic partner in creating a resilient, impactful and connected arts sector, where all Canadians can experience and deepen their relationship to the arts. Over the next five years (2025-2030), AMACC’s goal is to foster a more accessible arts sector.

Position Summary

As Executive Assistant, you will provide high-level executive and project management support to the Managing Director, ensuring smooth operations and acting with discretion, diplomacy, and excellent judgment in supporting internal operations and external engagements.

Key Responsibilities

• Manage the calendar, travel arrangements, and scheduling of internal and external meetings for the Managing Director and team members.
• Prepare, edit, and coordinate briefing notes, presentations, reports, and other documentation.
• Maintain contact databases, tracking engagements, and supporting relationship stewardship.
• Track action items and follow-ups to ensure timely execution and alignment with AMACC priorities.
• Direct or handle inbound inquiries from external partners and prospective grantee organizations, triaging requests to ensure smooth and timely responses.
• Maintain well-organized electronic and physical filing systems.
• Provide high-functioning project management support for key initiatives and special projects led by the Managing Director.
• Coordinate timelines, stakeholders, and resource tracking to ensure milestones are met.
• Collaborate with the AMAAC team and Grants staff of the Foundation to meet AMAAC objectives.
• Collaborate with other Azrieli Foundation departments and administrative staff to ensure seamless internal communications and operational alignment.
• Support the administration and logistics of the AMACC Advisory Council, including meeting scheduling, agenda preparation, minutes, and materials distribution.
• Serve as the primary point of contact for Advisory Council members regarding scheduling and information requests.
• Support the expense reporting process for the AMAAC team.
• Support the grants payments process for the AMAAC team.

Qualifications and Competencies

• 3-5 years of experience in an executive assistant, senior administrative, or project coordination role; experience in the arts, philanthropy, or non‑profit sector is an asset.
• Bilingual (English/French) is preferred but not required.
• Strong project management skills and experience managing multiple priorities in a fast‑paced, dynamic environment.
• Exceptional written and verbal communication abilities; highly detail‑oriented.
• Demonstrated discretion, sound judgment, and a mature, diplomatic approach in handling sensitive information and relationships.
• Proactive and resourceful, with a commitment to excellence and continuous improvement.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and familiarity with project management or CRM platforms.
• Ability to work independently and collaboratively as part of a team.

Attributes and Personal Characteristics

• High level of professionalism, integrity, and discretion.
• Ability to anticipate needs and be proactive.
• Highly organized, efficient, and solutions‑oriented.
• Strong interpersonal skills and a collaborative spirit. A deep respect for and interest in the arts and culture sector.

EEO and Inclusion Statement

We are committed to creating a diverse and inclusive workplace and value diverse backgrounds, abilities and ways of thinking. Applicants with lived experience who identify as neurodivergent are strongly encouraged to apply. This organization is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected class.

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