Executive Assistant

About the Role

Nia Centre for the Arts is seeking a highly capable Executive Assistant to work closely with the Executive Director. This role goes beyond traditional administrative support and is designed for someone who thrives in a fast-paced, mission-driven environment and enjoys operating as an organizer, and trusted extension of senior leadership.

The Executive Assistant will play a critical role in helping the Executive Director stay focused, prepared, and ahead by: managing information flow, drafting materials, coordinating priorities, and translating ideas into clear, actionable outputs.

This is an ideal role for someone with strong judgment, excellent writing skills, and the confidence to work with senior leaders, board members, funders, and external partners.

Key Responsibilities

Executive Support & Strategic Coordination

• Act as a trusted partner to the Executive Director, helping manage priorities, deadlines, and decision-making flow
• Anticipate needs and proactively prepare materials, briefings, and follow-ups
  Draft emails, presentations, proposals, and internal documents on behalf of the Executive Director

Communications & Documentation

• Manage the Executive Director's inbox with discretion and judgment, drafting responses and flagging items for escalation
• Prepare meeting agendas, briefing notes, and materials for board, funder, and senior-level meetings
• Take and synthesize meeting notes, ensuring clear documentation, follow-up, and accountability

Board & Governance Support

• Coordinate board meetings, including scheduling, pulling together materials, drafting agendas and minutes
• Support follow-up on board decisions and action items

Operations & Administration

• Manage scheduling, travel, reimbursements, and expense tracking
• Support coordination across internal teams to ensure smooth execution of priorities
• Maintain organized systems for documents, calendars, invoices and correspondence

Process Improvement

• Identify gaps, inefficiencies, or risks and propose improvements to systems and workflows
  Support the development of templates, tracking tools, and processes that improve clarity and efficiency

What We're Looking For

• Demonstrated experience supporting a senior executive, director, or founder in a complex organization
• Strong judgment and ability to prioritize without constant direction
• Excellent written communication skills, with experience drafting on behalf of others
• Ability to synthesize information and translate ideas into clear, well-structured materials
• High level of discretion, professionalism, and emotional intelligence
• Comfort working with ambiguity and managing competing priorities
• Interest in arts, culture, community development, or mission-driven work is an asset

How You Work

• You are proactive and think one step ahead
• You draft first and refine, rather than waiting for perfect clarity
• You are comfortable asking thoughtful questions and offering recommendations
• You hold context across projects and relationships
• You value clarity, documentation, and follow-through

Why This Role Matters

This role is central to Nia Centre's leadership and impact. The Executive Assistant will help ensure the Executive Director is supported to lead effectively, steward relationships, and focus on strategic growth; enabling the organization to continue building strong cultural infrastructure for Black artists and communities.

Location

Toronto, Ontario

Department

Operations

Employment Type

Full-Time

Minimum Experience

Mid-level