Administrative Support Relief

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.

We are seeking a dynamic and highly organized person to for the position of **Executive Assistant**. The Executive Assistant will play a key role in streamlining the Centre’s workflow as the link between various departments, employees, and external stakeholders. The Executive Assistant will also be responsible for providing bookkeeping support, human resources and clerical duties, and assisting other managers as needed.

Position Summary

To perform executive administration duties in supporting office business and information systems for the Centre, Board of Management, Executive Director and Management Team. Coordinates, oversees, and performs a wide variety of administrative, and program support activities on behalf of management and staff at the Centre. The Executive Assistant supports with the scheduling of front desk staff, and provides administrative support to the building custodians. Responsible for maintaining databases, creating reports and assisting with the financial recording and reporting of the Centre. Analyzes and improves office processes and practices, and ensures that the front desk/reception operates efficiently.

Education and Experience:
**Qualifications**:

- Post-secondary academic background in business administration or equivalent

**Experience**:

- Minimum 3 years of experience in administrative support roles or office management
- Knowledge of and experience working with diverse and marginalized populations

**Required Knowledge**:

- Knowledge and experience with Sage 300 Accounting System
- Knowledge of available community resources

**Required Skills**:

- 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

**Responsibilities**:

- Prepares various correspondence, including confidential information, for the Executive Director, and managers. Drafts/enters and/or retrieves reports.
- Tracks correspondence, reports until final response is issued.
- Arranges and maintains Executive Director 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 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 under direction of the Business Manager.
- Assists the Business Manager supporting all office and business and information systems.
- Maintains key security of loaned keys to staff/volunteers; monitors the entrance/exit using the Centre’s security system.
- Maintains offices supplies and equipment, and purchases supplies as required.
- Trains, directs and schedules staff in the administrative support section.
- Assists Business Manager with processing, accounting functions on various systems, and oversees budget allocations for purchasing of office related materials/supplies and equipment. Assists in preparation of cheques, payroll and makes bank deposits.
- Assists Business Manager with scheduling reception and custodial staffing coverage, opening and closing of building, if required.
- Completes as assigned, administrative projects.

**Job Types**: Full-time, Permanent

**Salary**: $25.29 per hour

Schedule:

- Day shift
- Evening shift
- Monday to Friday
- On call
- Weekends as needed

Ability to commute/relocate:

- TORONTO, ON: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 2023-08-16



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