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 strive to foster innovation, empowerment 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 primary goal is to foster a more accessible arts sector, where more Canadians can engage with excellent arts experiences that reflect their cultural needs and advance their quality of life and learning.   

Position Summary

The Executive Assistant (EA) will play a critical role in ensuring the smooth and efficient operations of the AMACC by providing high-level executive and project management support to the Managing Director. As a trusted partner, the EA will act with discretion, diplomacy, and excellent judgment in supporting both internal operations and external engagements.

The ideal candidate will bring a proactive and experienced approach to administrative support, meeting preparation, documentation, coordination of external relations, and will serve as a key liaison with the Centre’s advisory council and sector partners. The preferred candidate will be bilingual (English/French), but if you are a great fit otherwise, we’d still encourage you to apply.

Key Responsibilities

Executive Partnership & Decision Support

• Provide executive-level support to the Managing Director and other executives, operating as a trusted partner and extension of the executive office
• Proactively anticipate executive needs, priorities, deadlines, and potential issues, ensuring leaders are consistently prepared and well-positioned
• Manage highly complex calendars across MD-level leadership, applying judgment to prioritize requests, sequence meetings, and resolve conflicts
• Act as a gatekeeper for executive time, independently triaging requests and, over time, making scheduling and prioritization decisions on behalf of executives
• Prepare executives for meetings and engagements by coordinating agendas, briefing materials, background context, and follow-ups
  

Coordination, Tracking & Execution

• Track executive commitments, decisions, and action items, ensuring timely follow-through and alignment with organizational priorities
• Coordinate meetings involving executive leadership, Board members, advisory council members, and external stakeholders
• Prepare, review, and edit executive-level correspondence, briefing notes, presentations, reports, and meeting materials
• Maintain meticulously organized records, documentation, and filing systems to support executive continuity and decision-making
• Support executive-led initiatives by coordinating timelines, inputs, and stakeholders as required
  

Stakeholder & Board Liaison

• Serve as a primary point of contact for executive leadership, Board members, advisory councils, and external partners
• Manage inbound inquiries from external stakeholders and prospective partners with professionalism, discretion, and sound judgment
• Support relationship stewardship by maintaining contact databases, tracking engagements, and ensuring appropriate follow-up
• Represent the executive office with diplomacy, clarity, and confidence in all interactions

Project and Operational Support

• 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 on various projects and tasks as directed by the Managing Director
• Work with the broader 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 thoughtful, effective and timely 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 all scheduling and information requests regarding AMAAC
• 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

Our Values – Azrieli Music, Arts and Culture Centre 

The Azrieli Music, Arts and Culture Centre (AMACC) is a program of the Azrieli Foundation and shares in the Foundation’s commitment to creating meaningful, lasting impact through philanthropic leadership. AMACC brings a distinct focus and approach informed by the unique needs, opportunities, and communities within the arts and culture sector. 

Excellence - We are on a quest for the exceptional: in ourselves, in our partners and in our grantees. We remain open to new definitions of excellence, recognizing that it will show up in different ways within a rapidly changing, increasingly inclusive, arts sector 

Inclusive - From the most vulnerable to the most exceptional, we all have a contribution to make 

Inspired - We are motivated by our work, and the work of our grantees, to keep a creative outlook and always grow closer to our goals 

Intercultural - We value the unique perspectives of different cultures and approach them with curiosity, care, reciprocity and respect 

Innovative - We are not afraid to challenge the status quo, to fail and to learn in the pursuit of better solutions to the arts sector's challenges 

How We Work – Azrieli Music, Arts and Culture Centre 
The Azrieli Music, Arts and Culture Centre translates its values into action through a set of principles that guide our relationships, decisions, and investments. 

Not going it alone– Working with other funders and partners for greater impact 

Seeding the garden– Discover, seed, test, scale and encourage new things to emerge 

Deepening inter-sectoral connections – Working with other sectors to achieve our big audacious goal 

Investing in Jewish arts & culture and Indigenous communities– Prioritizing support for Jewish arts & culture and Indigenous organizations and creators 

Building core relationships – Building connections across community, bringing sector actors together 

Living Our Values – The Azrieli Foundation 

The Azrieli Foundation’s values are the bedrock of our culture. They shape how we work, how we collaborate and how we make decisions—every single day. Those who succeed at the Azrieli Foundation exemplify the core principles of: 

• Integrity & respect 
• Taking on big challenges 
• Excellence 
• Passion for making a difference 
• Results-oriented mindset 
• Sustainable impact 

Inclusivity and Accessibility 

Living our values means creating a workplace where everyone feels respected, supported and empowered to contribute. Our commitment to equity, diversity and inclusion is one way we put those values into practice. 

We are committed to creating a diverse and inclusive workplace and value diverse backgrounds, abilities and ways of thinking. Diversity and inclusion make our organization strong, productive and innovative. Applicants with lived experience who identify as neurodivergent are strongly encouraged to apply. 

We are committed to creating inclusive and barrier-free recruitment and selection processes. If you require an accommodation during the application or recruitment process, please reach out to [email protected]. 

About the Foundation:

Driven by a strong belief in philanthropy’s powerful role and responsibility, the Azrieli Foundation empowers people by supporting a broad range of organizations, facilitating innovative outcomes and increasing knowledge and understanding in the search for practical and novel solutions. 

With a firm conviction that everyone has potential, we work to open doors, break ground and nurture networks, empowering the most vulnerable to the most exceptional to achieve their best and contribute to society. 

In addition to strategic philanthropic investments, the Azrieli Foundation operates several initiatives including the Azrieli Fellows Program, the Canadian Centre for Caregiving Excellence, the Holocaust Survivor Memoirs Program, the Azrieli Music, Arts and Culture Centre and others.