Temporary Administrative Assistant

1 week ago

Etobicoke, Ontario, Canada Community Living Toronto Full time

ROLE SUMMARY


The Administrative Assistant is accountable for providing a full range of administrative support services to program services staff including meeting logístical/scheduling activities, coordinating events, recording meeting minutes, researching identified topics, drafting correspondence and reports, and liaising with staff as required.

Ensures ongoing high-quality support is provided to the region/department while maintaining compliance with all applicable legislation.

KEY RESPONSIBILITIES

Office Administration

  • Performs office and administrative duties to assist the Director, manages meeting and event arrangements.
  • Works with the Program Services leadership team to coordinate the Director's outreach activities.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Director, including those of a highly confidential or critical nature.
  • Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the Director's strategic and operational priorities.
  • Act as a liaison with the leadership team and other administrative forums to ensure adherence to policies, processes and procedures.
  • Coordinates the development of administrative routines, including distribution of information for meetings, reports, and followup.
  • Maintains a comprehensive knowledge of programs and services provided by Community Living Toronto, as well as knowledge of other agencies and community partners connected to the organization to facilitate information sharing for the program service.
  • Coordinates the use of meeting space, for internal and external use, as required.
  • Maintains, updates, and organizes files on SharePoint, completing data input ensuring data consistency, and easy access while safeguarding the security of information and maintaining confidential access of information
  • Maintains filing systems, as per records management policy, including inputting payroll for department Managers, Directors; ensures information is complete and documented in the electronic system correctly.

Administrative Support

  • Prioritizes inquiries and requests while troubleshooting conflicts, makes judgements and recommendations to ensure smooth daytoday operations for the Director and the leadership team.
  • Arranges and handles all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
  • Supports the Director's communications by sourcing and collating information, drafting, editing and proofreading correspondence, reports, presentations or other materials; ensures the completion of all tasks are within established time frames.
  • Processes all documents requiring authorization by the Director.
  • Ensures all documentation received to be maintained in manner as per the retention policy and procedures in place.
  • Assists with documentation required as part of preparation for internal audits.
  • Assists management in preparing for meetings and presentations, gathering information, conducting research, collecting data and running reports as required.
  • Ensures all monthly reports are prepared and submitted to the appropriate person in an accurate and timely manner.

Financial Management

  • Monitors lines in the program service budget under the direction of the Director.
  • Handles purchase order management including monitoring the inventory of program services and preparing purchase orders as needed; follows through with purchasing process by placing orders and confirming deliveries.
  • Reviews and confirms that appropriate billing documentation has been obtained and provided to the accounting department.
  • Oversees and maintains petty cash, reconciling expenses and submitting to accounting for reimbursement.

Meetings/Event Coordination

  • Arranges and coordinates meetings, events, and conference calls with multiple participants including room set up, preparing agendas, ensuring necessary technology is in place, and other aspects as needed.
  • Sits on committees that pertain to the program area but could include health and safety, rights and ethics, as required; may handle administrative needs such as recording minutes as part of committee participation.
  • Manages room bookings, equipment, and furniture;.
  • Information Technology Support
  • Responds to Information Services internal and external requests for purchase orders for software and hardware.

QUALIFICATIONS

Education & Training

  • Community College Diploma or Certificate in office administration.
  • Certified Administrative Professional (CCAP or CAP) is an asset Experience
  • Minimum of 5 years of related experience providing administrative support.

Technical Skills & Knowledge

  • Excellent customer service and organizational skills, with ability to handle multiple priorities, be selfmotivated and focused to achieve department a

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