Office Administrator

Organization NameJob CategoriesPosition TypeRegion and Location(s)Career LevelSalaryAd Online SinceApplication Deadline
Make-A-Wish Canada
  • Administrative / Clerical Support
  • Customer Service / Support
  • Event Coordination
Full Time
  • Ontario - Metro Toronto Area - Toronto
Experienced (Non-manager)N/A2019-05-082019-05-22

National Office

Position: Office Administrator
Position Type: Full-Time
Job Region: ON – Metro Toronto Area
Location: Toronto
Years Experience: Minimum 3-5years

Our Mission

The mission of Make-A-Wish® Canada is to create life-changing wishes for children with critical illnesses. Along with the national office, regional chapters grant magical wishes to children in need from coast-to-coast. Make-A-Wish Canada is an affiliate of Make-A-Wish® International, the largest wish-granting organization in the world, making dreams and wishes come true for more than 480,000 children since 1980.

Primary Responsibilities:

The primary responsibility of the Office Administrator is to provide office administrative support across the key functional areas of the Foundation. This position reports to the Director, Operations.

Specific Support Accountabilities

1. GENERAL ADMINISTRATIVE:
Support to :
CEO
Vice President Marketing and Development
Vice President Corporate Alliances
Director, Operations
Director, Mission Delivery
Director, Chapter Development and Support
Director, Corporate Alliances
Director, Finance
Associate Director, Finance & Administration

2. GENERAL DUTIES:
i. Reception: Primary point-of-contact for:

  • Visitors, deliveries & clients and couriers
  • Answering Phones
  • Basic database functions including looking up donors, editing details, etc….
  • Manage the booking of boardroom for all staff
  • Processing courier requests
  • Taking donations
  • Building liaison handling requests on both sides
  • IT and office equipment onsite liaison
  • Inventory maintenance and ordering
  • Kitchen maintenance and supply ordering
  • Assist with office regulatory requirements as required (ie Health and Safety, accessibilities act)

ii. Board/CEO and office meeting support

  • Organize all meeting logistics and budget with Director, Operations overseeing all activities
  • Assist with the preparation of packages for meetings both internal and external including arranging catering and booking reservations
  • Assist CEO with board reports, binders and other materials as required
  • Assist with travel arrangements for SMT and Board as required

iii. Mail

  • Opening mail, scanning and distributing to the appropriate departments

3. DONOR CARE:

  • Assisting donors and providing superior customer service to our donors
  • Management of the tribute program including processing of cards on a daily basis, creation of reports for the families of the honouree 
  • Assistance with the stewardship of donors including email responses, writing thank you letters and putting together packages as required
  • Assistance and support for mailing activities as required (donor, marketing, holiday etc…)
  • Other administrative support and duties in each key functional area, as assigned.

Key Qualifications

  • Exceptional customer service and phone manner
  • Excellent PC skills (Word, Excel, PowerPoint)
  • Organized, with a superior attention to detail
  • Self-motivated through focused attention on achieving superior client service
  • Ability to multi-task through strong organizational and time management skills
  • Superior written, verbal and interpersonal communication skills
  • Ability to work effectively with internal and external stakeholders
  • Follows procedures, policies and protocols and strives to increase efficiency.

Other Requirements

  • Post Secondary education or equivalent
  • Proficient Data entry/management skills
  • Extremely organized
  • Flexible and dynamic
  • A valid driving license is an asset.

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