Full Time Executive Administrative Assistant

7 days ago

Toronto, Ontario, Canada The Salvation Army Full time

We are currently hiring a
Full-Time Executive Administrative Assistant. This position reports to the Director of Community Programs and is currently assigned to work in the Scarborough, Ontario (Warden Avenue & Hwy 401) area.

This is a full-time position that works 40 hours per week, currently scheduled Monday to Friday 8:00 am to 4:30 pm; flexible as evening and weekend work may be required.

The Executive Administrative Assistant is to provide confidential administrative support to the Director and/or Senior Managers.

Acts as a link between executives and managers, staff, external partners, and agencies, as well as the public in general.

Provides full administrative assistance, including preparing documents and presentation material, screening and responding to incoming correspondence, inquiries, and phone calls, drafting letters and scheduling, and attending meetings, taking and distributing minutes.


KEY RESPONSIBILITIES:

Executive Administrative Support and Reporting:

  • Handle and protect extremely confidential and sensitive resident and/ or program files; ensure the efficient processing of required documentation, agreements, contracts, and other legal documents
  • Manage all electronic mail, compose routine responses as necessary, and prepare regular correspondence for signatures and distribution
  • Prepare agendas, and take minutes; type and circulate minutes within one week of the meeting; transcribe, draft, and type all correspondence; sort and prioritize work assignments; research and respond to difficult enquiries on behalf of the Director
  • Secure information required for various committees and meetings, ensures relevant information is up to date and compile information for reports
  • Research and compile background documents for various meetings and inquiries
  • Ensure all deadlines for various reports, requests and projects, as outlined, are met; if necessary, send out reminders
  • Redirect and/or delegate correspondence that can be handled by other personnel
  • Prepare presentations, brochures, flyers, advertisements, invitations, and certificates
  • Draft correspondence on behalf of the Director
  • Perform general office duties such as answering and screening telephone calls; greeting and escorting visitors; filing documents electronically, and manually; photocopying and distributing materials as requested; sending and receiving faxes, and incoming and outgoing mail
  • Maintain schedules/calendars, appointments and deadlines, providing timely reminders. Arrange and organize all visits and travel arrangements as required
  • Schedule meetings, ensures the Director has required information and materials; responsible for meeting logistics (location, food, etc.)
  • Perform duties connected with Agresso and TEM (coding, scanning and submitting) on behalf of the Director
  • Complete in a timely, accurate manner monthly statistics and reports
  • Order and maintain office supplies as necessary
  • Assist with special events as required
  • Perform other duties as required

WORKING CONDITIONS:

  • May be asked to carry a cell phone and may be expected to respond to calls as needed
  • Usually works in administrative offices but will be expected to travel occasionally between sites
  • Work Schedule would normally fall within regular business hours but may be asked to support special events and special projects. Flexibility is required
  • Programs support individuals that may exhibit behavioural issues. Will be required to be trained and certified in NVCI (nonviolent crisis intervention and prevention) and First Aid

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

  • Diploma/Certificate in Office Administration or Business Administration is strongly preferred
  • A combination of equivalent experience and education may be considered

EXPERIENCE AND KNOWLEDGE:

  • Minimum required experience of 23 years

SKILLS AND CAPABILITIES:

  • QuickBooks, networks and SharePoint
  • Excellent written and verbal communication skills in English
  • The ability to maintain the confidentiality of highly sensitive information is mandatory
  • Demonstrated commitment and ability to treat others with respect, dignity and tact, as well as the ability to care for people with differing abilities
  • Demonstrated commitment to continuing professional development
  • Demonstrates relevant understanding of, and compliance with, legislative knowledge of the Employment Standards Act, Human Rights Act, collective agreement and other applicable legislation as required
  • Must have excellent interpersonal communication skills and a collaborative team approach to create a working climate that is positive and mutually supportive
  • Demonstrated ability to be flexible and adapt to a fastchanging environment
  • Supports the Vision, Mission and Values of The Salvation Army Broadview Village
  • Fluency in French is considered an asset
  • Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Ar

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