Administrative Officer

6 months ago

Toronto, Canada The Duke of Edinburgh's International Award - Canada Full time

**Position Summary**

The Administrative Officer is an integral part of the Corporate Services department and works within the HR and Administration team to support the administrative needs of the entire organization.

**Duties and Responsibilities**

The Administrative Officer, under the supervision of the Human Resources & Administration Director, works closely with the officers in their team to complete assigned tasks and projects. These include, but are not limited to:
Shared administrative responsibilities
- Provide administrative support to all departments, including supporting the efficient day-to-day operation by providing high quality administrative support to the SMT and SLT of the Award team. This will include support for Board meetings and committees (both in-person and online).
- Create (minutes, agenda, etc.), collate and manage documentation required for project working through the Award.
- Coordinate meeting schedules and special requirements for meetings. Attends meetings, takes and transcribes minutes as required.
- Support the onboarding and offboarding process, including direct support to the HR and Director and BI & IT Manager for associated requests.
- Lead contact for ensuring staff & volunteers have access to IT (non-technical)
- Collate IT equipment inventory information and as required provide basic IT support for IT ad SharePoint requests.
- Collate and maintain Award Centre records, e.g. signed licences, quality assurance data;
- Ensure that supporter records and income are accurately processed and recorded on CRM Database (currently Sumac) and that all donors receive the information they require in an appropriate, friendly and timely manner
- Collate and draft documentation required for insurance renewals and annual provincial registrations.
- Respond to general administrative correspondence.
- Drafts standard letters, photocopies, scans documents and sends facsimiles
- Filing of historical financial documents
- Support the implementation and communication of organizational guidelines and policies, including employee benefits plan.
- Create and maintain efficient processes for managing donor information and income. (Salesforce Champions)
- Support the preparation of monthly results summary for the different departments.
- Support the Management of volunteer governance files / onboarding, training, CRC.
- Book flights, accommodations etc.
- Conduct research to find specific information for external requests.
- Other shared responsibilities

Specific responsibilities distributed among the administrative officers
- Create, collate, and manage documentation (minutes, agenda, follow up, etc.) required for Board, Local Council, and specified committee meetings (in liaison with CEO, and committee liaison staff).
- Create (minutes, agenda, etc.), collate and manage documentation required for project working through the Award.
- Responsible for monitoring, maintaining, ordering office supplies.
- Responsibility for the Toronto office in setup organization and management.
- Responsible for office inventory & IT asset registry
- Support HR in recruitment and onboarding cycles for staff as required and managing direct onboarding for governance volunteers
- Support in the processing and follow-up of expenses and other HR related information.
- Other specifics responsibilities

Project management
- Coordinate and lead small-team / project team meeting logistics, online and in-person.
- Coordinate and lead specified meeting logistics, online and in-person.
- Organizes and schedules meetings/special events including travel and accommodation as required.
- Preparation and distribution of materials for meetings/events - Operate the mail center
- Support Gold Award Ceremony logistics
- Other projects.

Other tasks as necessary

**Minimum Requirements (KASE)**
- Specific_
- Educated to high school diploma level with additional post-secondary training;
- Two to Three (2-3) years’ experience in office administration
- Excellent knowledge of general office procedures and practices;
- Experience taking minutes;
- Knowledge of Finance practices;
- Proficient in Office 365 and data management;
- Ability to organize data and manage office.
- Ability to speak or commitment to learn French;
General
- Collaborative working skills;
- Cultural awareness and sensitivity;
- Excellent verbal and written communication skills;
- Excellent interpersonal and relationship building skills;
- Personal effectiveness skills;
- Ability to maintain confidentiality and work in accordance with policies, protocols and procedures;
- Satisfactory clearance under an appropriate level screening process.

**Working Conditions**
- Required to physically work in the organization's office (Monday through Friday) as scheduled.
- 35 hours per week (Monday to Friday) with some flexibility required on or around the lead up to key events.
- Must be willing to travel occasionally on behalf of the Award, sometimes with overnight stays.
- A

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