Executive Assistant

3 weeks ago

Toronto, Canada Cecil Community Centre Full time

Cecil Community Centre is a not-for-profit, multi-service neighbourhood centre that offers a broad range of recreational, educational, social, cultural, and capacity-building programs to area residents. For over 40 years, the Centre has played a vital role in the lives of community members of all ages. Our centre provides programs and services for children, youth, adults and seniors.

**Position Summary**

The Executive Assistant will perform executive administration duties supporting the Executive Director’s office, business and information systems for the Executive Director, and Board of Management. Coordinates, oversees, and performs a wide variety of administrative activities on behalf of the Executive Director. The Executive Assistant is responsible for maintaining databases, creating reports and providing backup support with the financial recording and reporting of the Centre. Analyzes and improves office processes and practices.

**Duties and Responsibilities**:

- Prepares various correspondence, including confidential information, for the Executive Director. Drafts/enters and retrieves reports.
- Tracks correspondence, reports until final response is issued.
- Arranges and maintains the Executive Director’s appointments and schedule.
- Prepares Board meeting agenda and supporting materials and distributes. Attends meetings, takes and transcribes minutes.
- Attends pre-scheduled Board meetings/events in evenings and weekends.
- Maintains Board minute book, accompanying files, reports and supports maintenance of Board Orientation Manual.
- Maintains files for Executive Director, including human resources and labour relations files.
- Opens and reviews Executive Director’s mail, including confidential information, and marks for attention and circulates.
- Responds and/or forwards as necessary, regarding enquiries for the Executive Director from the public, other City of Toronto divisions, elected officials, and/or their staff regarding agency programs/projects and concerns.
- Maintains contract databases.
- Assists in maintaining senior Management staff employee records.
- Researches/maintains materials and enters data on spreadsheets/databases.
- Maintains confidential membership records of Cecil Community Centre in accordance to City policies and privacy legislation.
- Accesses information systems on computer networks and assists with network maintenance with the cooperation of the Business Manager.
- Maintains key security of loaned keys to staff/volunteers; monitors the entrance/exit using the Centre’s security system.
- Maintains Executive Director’s supplies and equipment, and purchases supplies as required.
- Completes as assigned, administrative projects.

**Requirements**:

- Post-secondary academic background in business administration or equivalent
- Minimum 3 years of experience in administrative support roles or office management
- Knowledge of and experience working with diverse and marginalized populations
- Knowledge in supporting Executive Leadership
- Must have high degree of computer literacy in a Windows® environment (Word, Excel, PowerPoint, and Sage 300)
- Strong keyboarding skills and experience in website administration an asset
- Ability to establish priorities, work independently, and proceed with objectives without supervision
- Ability to speak a second language is an asset

**Hours and Wages**:35 hours/week. Annual salary $54,282. This is a non-union (wage grade 3) permanent, full-time position.
- **Cecil Community Centre is an equal opportunity employer. We will not discriminate against any employee, job applicant or volunteer because of race, ethnicity, religion, national origin, gender, gender identity, sexual preference, physical or mental disability, or age. In addition, Cecil Community Centre is committed to providing accommodations for people with disabilities in accordance with provincial legislation.**_

While we wish to acknowledge all applicants, only those selected for an interview will be contacted.

**Salary**: $54,282.00 per year

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Work Location: In person

Application deadline: 2023-05-05

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