Administrative Assistant

Organization NameJob CategoriesPosition TypeRegion and Location(s)Career LevelSalaryAd Online SinceApplication Deadline
Access Independent Living Services
  • Administrative / Clerical Support
  • Community Outreach
  • Healthcare: Other Staff Positions
  • IT: Service and Support
Full Time
  • Ontario - Metro Toronto Area - Toronto
Experienced (Non-manager)N/A2019-03-042019-05-03

Promoting Acceptance & Tolerance Among All People

Our mission is to ensure adults with physical disabilities can live independently in the community and pursue their individual goals by providing innovative attendant support services.  In this role the Administrative Assistant provides general support with all administrative functions for the Executive Director and Corporate team.  This is a salaried role working 30 hours per week.  This position reports into the Sr. Program Manager.

Responsibilities and Duties:

  • Provides administrative support and head office maintenance for the Executive Director and corporate management and administration team
  • Maintains first contact with system providers for all office equipment; internal I.T. and telephone systems, updates and supports the organization’s cloud database and web site
  • Organizes setup of meetings including calendar invitations, refreshments, logistics for Board Meetings, Community Committee meetings, special project meetings and annual conferences
  • Takes minutes at meetings, provides secondary proof reading/edits of correspondence and reports prior to uploading of files to the cloud/common drive
  • Processes correspondence such as mail, couriers, faxes, letters, memos, emails and maintains all filing systems
  • Responsible for office equipment updates and maintenance, ensures adequate equipment supplies are available, requests quotes and makes recommendations for new purchases
  • Ensures daily general cleanliness of the internal/external physical area of head office, coordinates weekly office cleaner visits and maintains adequate cleaning supplies
  • Attends monthly management and admin meetings, produces weekly, month end or annual reports as requested, sends meeting requests to management
  • Sorts pay statements and distributes to managers, provides backup support to verify payroll accuracy, creates year end payroll folders
  • Any other duties as assigned

Experience / Qualifications:

  • 3+ years’ experience as an Administrative Assistant or Office Manager
  • Minimum 2 year College degree or equivalent experience and education
  • Exceptional IT knowledge; general troubleshooting, familiarity with cloud maintenance and website updates, advanced use of Excel, PowerPoint, Word and Outlook
  • Vehicle required with the ability to travel within the GTA
  • Flexible schedule required to support board meetings on some evenings and weekends
  • Excellent written/verbal communication skills, advanced numeracy skills required
  • Strong organizational skills, with the ability to manage multiple projects
  • Excellent relationship building skills, equitable and responsive to all consumers and staff
  • High level of initiative required for problem solving

Access Independent Living Services is an equal opportunity employer. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation during any stage of the recruitment process, please notify Human Resources and they will ensure the necessary steps are taken to accommodate your needs.

 

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