Administrative Assistant

3 months ago

Toronto, Canada Street Haven at the Crossroads Full time

**Administrative Assistant
- Full Time (1 Year Contract)**

**Company Overview**:
**Position Overview**:
The Administrative Assistant will report to and provide comprehensive administrative support to both the Director of Housing and Shelter Services and the Director of Mental Health and Addiction Services. This role involves managing daily clerical tasks, coordinating schedules, handling communications, and ensuring smooth operational continuity between the departments.

**Key Responsibilities**:

- **Administrative Support**:

- Manage and organize the directors’ schedules, including meetings, appointments, and travel arrangements.
- Prepare and edit correspondence, reports, and presentations.
- Maintain confidential files and records.
- **Operational Coordination**:

- Assist in the preparation and monitoring of budgets and financial reports.
- Coordinate with other departments to ensure seamless service delivery.
- Support the implementation of departmental projects and initiatives.
- Maintain office supplies and equipment, ensuring they are in good working order.
- **Client and Staff Interaction**:

- Serve as the first point of contact for clients and staff entering the office.
- Assist in organizing and coordinating events, workshops, and training sessions.
- Provide administrative support to staff meetings, including preparing agendas and taking minutes.
- **Data Management**:

- Maintain and update client and program databases.
- Generate reports and analyze data to support departmental decision-making.
- Ensure compliance with data protection regulations.
- **Daily Duties**:

- Assist the finance department with purchasing, procurement of materials, and rent collection.
- Maintain positive relationships with service providers and external vendors.
- Assist management with reporting, filing, scheduling, and other administrative tasks.
- Create and maintain a directory of service providers and resources.
- Assist Residential Housing Workers with editing, formatting, and saving shift change notes and other documents as required.
- Notify residents of operational updates happening in the house as well as general information such as monthly housing meetings, COVID vaccine clinics, fire drills, etc.

**Qualifications**:

- **Education and Experience**:

- High school diploma or equivalent; additional qualifications in office administration are a plus.
- Proven experience as an administrative assistant or in a similar role.
- Experience in the non-profit sector, particularly in housing, shelter, mental health, or addiction services, is preferred.

**Skills and Abilities**:

- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Ability to handle sensitive information with discretion.
- Strong interpersonal skills and the ability to work collaboratively with diverse teams.
- A minimum of 1 year's relevant experience in an administrator role with a broad range of responsibilities and supporting various levels of management
- Advanced working knowledge of computer software including word-processing (MS Word), spreadsheets (MS Excel), presentations (MS Power-point and MS Visio), electronic mail (MS Office 365) and video conferencing systems (MS Teams)
- Knowledge of general office procedures
- Time management and organizational skills
- Strong interpersonal and effective relationship building is essential.
- Outstanding accuracy and diligence where work is done under mínimal supervision.
- Excellent written and oral communication skills.
- Strong independent judgment and common sense and self-directed
- Exercise high level of diplomacy, discretion, and a high degree of confidentiality

**Where we work**

This role is based in Downtown Toronto and requires working in-office 5 days a week, 40 hours weekly. Occasional evening or weekend work may be required. Some travel to other sites as needed.

**Salary**

Commensurate with experience.

**Inclusion**

We are committed to creating an inclusive and equitable workplace. We are committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Please advise us in advance if you require accommodation so we can plan as necessary.

**Application process**

**Application deadline: 3 weeks from the date of posting.**

**Job Types**: Full-time, Fixed term contract
Contract length: 12 months

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

Application question(s):

- This is an onsite role. Is this suitable for you?
- Please share your ideal salary range for this role.

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative Assistant: 1 year (preferred)

Work Location: In person

Application deadline: 2024-09-13

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