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Administrative Assistant

4 months ago

Toronto, Canada Friends of Ruby Full time

**Application Posting Date**:June 7, 2024

**Application Closing Date**:June 28, 2024

**Period**:Full time contract for 4 months

**Salary**: $18.00 hourly

**Friends of Ruby**

Friends of Ruby is dedicated to the journey and well-being of 2SLGBTQIA+ youth through a unique combination of integrated and tailored services in mental health, social support, and housing. We are committed to creating welcoming and safer spaces uniquely designed to help build community, emotional well-being, and confidence.

We distinguish ourselves by delivering an integrated transitional housing model to support youth towards independent living, impactful counselling modalities and therapeutic groups, social activities and practical supports that address multiple aspects of a youth’s life (e.g., health, education, employment).

Our services and programs are informed by 2SLGBTQIA+ youth, grounded in evidence and research, and led and facilitated by 2SLGBTQIA+ individuals. Our staff reflects the diversity of the youth we serve and are skilled in supporting youth towards independence and well-being. Ultimately, we want to help create a Canada where all 2SLGBTQIA+ youth are validated, included, and empowered to lead healthier lives.

**Position Summary**
Reporting to the Director of Mental Health, Youth Services & Strategic Initiatives, the Administrative Assistant is an integral component of Friends of Ruby's day-to-day operations by providing administrative support to the Mental Health, Youth Service, Strategic Initiatives and leadership teams.

We’re looking for an energetic person who enjoys wearing multiple hats, helping others, is very organized, detailed oriented, flexible and enjoys the administrative challenges of supporting a growing and fast pace organization.

**Duties and Responsibilities**
- Perform administrative and clerical duties such as data entry, filing, photocopying, printing, ordering supplies and keeping inventory of stock.
- Help maintain a safe, welcoming, organized, and calming space; performing light housekeeping and maintenance tasks to ensure a clean and healthy environment.
- Coordinate logistics for meetings and events, including booking locations, scheduling in-person / virtual / hybrid meetings, arranging coffee and food service, setting up the space and cleaning after afterwards as necessary.
- Provide schedule management for Mental Health, Youth Services, Strategic Initiatives, Executive Director, and management teams.
- Maintain and update inventory of all staff assets, equipment, pass cards, keys etc.
- Material preparation for meetings including but not limited to agenda, meeting minutes, printout, catering services, scheduling.
- Organization’s online and in-person events and activities coordination.
- Address all matters relating to equipment and facilities, including maintenance, cleaning & repairs, etc., and liaise with appropriate vendors as required.
- Maintain office supplies inventory, arrange servicing of office equipment as necessary, and ensure the office and the transitional house are kept clean and well-organized.
- Organize filing systems and documents on site and in the SharePoint.
- Drafting correspondence, editing reports, creating professional and polished presentations, proactively
- Coordinate the delivery of assets, equipment and materials from different locations.
- Manages and schedules daily appointments, interviews, events and business-related activities; arranges meetings and business travel.
- Follow up on outstanding maintenance requests.
- Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges) and monitoring security cameras and location access throughout space.
- Provide support to the Mental Health, Youth Services, Strategic Initiatives, Executive Director and management teams on other duties and projects as necessary.

**We’re Passionate About Finding Someone Who**
- Is a self-starter who can take ownership for all office and admin operations.
- Is enrolled or graduated from diploma in office administration or a related field, or equivalent work experience.
- Has experience in administration support role, handling management schedules and administrative needs, taking minutes at meetings and handling required follow up activities.
- Has experience in developing and implementing administrative work procedures and systems.
- Has experience in planning and organizing appointments, meetings, interviews, conferences and special events.
- Is comfortable with technology and proficient in Microsoft Office 365.
- Has experience putting presentations together is an asset.
- Has great communication and interpersonal skills and is always willing to go the extra mile so that staff, visitors and members of the public feel welcome.
- Is a team player willing to jump in and assist with a variety of duties as needed.
- A strong planner, able to anticipate the needs of the Executive Dire