Job Description
General Responsibility
This is a senior level administrative support position responsible for providing a broad spectrum of confidential administrative support functions to the CEO and HR.
The Role:
We are looking for a multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist the CEO and HR by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail and being a helpful and positive presence in the workplace.
Responsibilities:
The Role:We are looking for a multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail and being a helpful and positive presence in the workplace.
Reporting to the HR Director, the Admin Assistant is responsible for providing administrative support to ensure efficient operation of the office through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals. A wide degree of creativity and latitude.
Responsibilities:
Executive Assistant:
1. Management of the Executive Office -
· manage the CEO’s calendar;
· monitor, action and respond to the CEO’s mail and email; follow-up with other agency staff as necessary;
· manage CEO and executive office expenses
· manage the correspondence with funders, partners, donors and other agencies;
· produce documents and issue general correspondence (cover letters, letters of support, staff memos, etc.)
· manage CEO social media as directed
· record minutes of meetings including board meetings, leadership meetings and others are assigned
· attend meetings on behalf of CEO as necessary.
2. Board of Directors -
· provide administrative support to the Board of Directors via the CEO, especially concerning correspondence, meetings, events and special projects;
· coordinate the Annual General Meeting and other membership meetings;
· take minutes of Board meetings and maintain complete records of Board of Directors business;
· coordinate the production and distribution of Board manuals and information, annual report and other communication;
· maintain relevant contact lists of all stakeholders: staff, Board of Directors, partners, funders, donors, etc.
3. Administrative Support -
· update and improve organization of Executive Office Contact List;
· maintain and manage Executive Office files; digitizing as many as feasible
· complete routine reports as directed;
· other duties as assigned.
HR Support
· Administrative and office support to the HR Director that includes creating documents, spreadsheets and presentations, as well as document filing and email;
· Office systems’ administration that includes data entry, maintaining records, and report development and retrieval;
· Assist with day-to-day operations of the HR functions and duties;
· Provide clerical and administrative support to Human Resources Director;
· Compile and update employee records (hard and soft copies);
· Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances);
· Coordinate HR projects (meetings, training, surveys etc) and take minutes;
· Deal with employee requests regarding human resources issues, rules, and regulations;
· Coordinate communication with candidates and schedule interviews;
· Conduct initial orientation to newly hired employees and offboarding.
Qualifications & Requirements
- University Degree with post-secondary secretarial/administrative training.
- 2 to 4 years of relevant experience, preferably in a non-for-profit environment;
- Tact, discretion and diplomacy with the ability to handle sensitive material and maintain the highest level of confidentiality;
- Excellent attention to detail and the ability to effectively problem solve;
- Ability to work independently and in a team environment;
- Strong organization skills and extreme attention to detail;
- High level of proficiency with Microsoft Excel and Word;
- Ability to interact effectively with staff at all levels, external providers, clients, and visitors; and Superior interpersonal, communication, and conflict resolution skills;
- Ability to work flexible hours to accommodate events & meetings on evenings & weekends is required;
- Desire to be proactive and create a positive experience for others;
- Excellent verbal and written communications, listening and customer service skills;
- Professional appearance (i.e., personal appearance and attitude);
- Knowledge of office management systems and procedures;
- Excellent time management skills and ability to multi-task and prioritize work when priorities shift;
- Valid Class 5 Driver’s License and satisfactory Driver’s Abstract.
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Job Types: Full-time, Permanent
Salary: $50,000.00-$55,000.00 per year
Benefits:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site childcare
- On-site gym
- On-site parking
- Paid time off
- RRSP match
- Vision care
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Application question(s):
- Do you have advance knowledge of MS office functions?
Experience:
- Administrative: 2 years (required)
Work Location: In person
Expected start date: 2023-08-07
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