Executive & Office Administrator

Jays Care Foundation, the charitable arm of the Toronto Blue Jays, harnesses the power of baseball to create positive impacts for youth across Canada. Baseball is at the heart of everything we do. It’s more than a sport; it’s a tool for youth development, building character, resilience, and belonging. Through award-winning baseball-for-development programs, we partner with communities nationwide to help children and youth facing barriers unlock their potential. 

About the Role

This position supports two core functions of Jays Care Foundation:  Financial bookkeeping and Executive Support/Office Administration. The role is an anticipated split of approximately 60% Finance, 40% Office & Executive Support

Financial & Bookkeeping (% of Time: 60) 

Responsibilities:

• Preparation of weekly bank deposits


• Accounts Payable – Verify coding of expenses and create reports for accuracy


• Accounts Receivable - invoicing and collection duties


• Assist with reconciliation of monthly Corporate Visa reports


• Issuance of tax receipts and acknowledgement letters to donors


• Recording of all in-kind donations


• Perform primary bookkeeping functions, including recording transactions and managing journal entries in QuickBooks, and support month end close activities.


• Perform GST/HST calculations and detailed expense breakdowns required for charitable rebate submissions.


• Daily 50/50 game day raffle reconciliation during the season/Shopify.


• General financial support of Jays Care Foundation events

• Preparation of GST/HST return (bi-annually)

• Assist with US 990 Filing


• Assist with Audit
  
  

Office Administration & Executive Director Support (% of Time: 40) 

Responsibilities:

• Answer the Jays Care general phone line and email inbox, providing exceptional customer service in interacting with donors and any other callers, handling inquiries with professionalism, and logging all interactions


• Manage office administration tasks, including shipping/receiving, inventory organization and tracking, filing and file transfer, office supply maintenance, and database entry where necessary. Supporting Jays Care staff administratively


• Provide hands-on support to the Jays Care team for all other programming and fundraising events, as needed


• Support the Executive Director and Senior Leadership Team in various scheduling initiatives, including meeting prioritization, calendar management, travel bookings, and workflow suggestions


• Manage Board, Executive Director and Director-level meetings, including preparing and circulating agendas in advance, coordinating logistics, recording minutes and distributing meeting notes, and tracking follow-up actions and deadlines.


• Assist in the preparation of major documents, emails, and presentations, proofreading and drafting where required 


• Transform strategic input from senior leadership into clear, visually compelling slide decks


• Register and RSVP for all conferences and engagements


• Collect receipts, organize, and submit expenses for the Executive Director
  
  

Qualifications:

• Education in Accounting, Bookkeeping, finance or Business Administration. College Diploma, University Degree or Equivalent is preferred


• 3 -5 years of experience in bookkeeping or accounting support and/or office administration


• Some professional or volunteer experience in the public and/or the not-for profit sector is an asset
  
  

Demonstrated Skills and Experiences:

• Organizing and executing multiple administrative tasks/logistics at a given time


• Ability to prioritize and review competing priorities


• Excellent communication skills including spoken and written. An excellent command of the English language is essential


• Experience supporting month-end processes and financial documentation


• Desired Technical Expertise includes: Microsoft Office suite (Excel and Powerpoint), QuickBooks, Canva, Knowledge of Salesforce or Salesforce Non-Profit Success Pack


• Strong event planning, coordination and execution skills


• Attention to detail – Numerical and Financial literacy


• Strong teamwork, and personal work ethic


• Capable of balancing the need to work independently, as a part of a large team


• Ability to juggle different requests, requirements and demands with diplomacy and tact


• Accurate and timely reporting


• Strong decision-making and problem-solving skills, with the instinct and knowledge of when to ask for assistance


• Ability to work well with all levels of internal and external partners, management, staff, executives and the board of governors
  
  Salary: The anticipated base compensation range for this role is $60,000 - $65,000. Actual base pay offered within this range may differ based on a range of factors, including individual experience, education, skills, and organizational needs. In addition to your base compensation, you will enjoy discretionary bonus opportunities, vacation entitlements, a comprehensive benefits package, and front‑office perks that reflect the excitement and community of working in baseball.
  
  Position Status: Vacancy 
  
  Work Location: In-office; required to work at Rogers Centre five days a week
  
  Why Join Us? Jays Care has a strong commitment to diversity, accessibility and inclusion. Everyone who applies for a job will be considered. We encourage individuals from underrepresented groups to apply and join us in shaping the future of our club. Together, we will build a team that reflects the richness of the game and the communities that we represent. Throughout the recruitment process, we are dedicated to working with candidates who have accessibility needs to ensure they have the necessary support to perform at their best. Questions regarding accessibility throughout the recruitment process can be directed to [email protected]