Administrative Assistant

Position: Administrative Assistant

Hours of Work: 9:00am to 5:00pm (Monday to Friday)

Location: 877 Yonge Street, Toronto

St. Clare’s Multifaith Housing Society is a social justice landlord acting in solidarity with people who have experienced homelessness. Our engaged staff innovatively support their efforts to achieve stability by improving and expanding access to healthy, secure, safe, affordable, and diverse housing communities and long term successful tenancies.

Aligned with the understanding that healthy communities and healthy tenancies reinforce one another, our tenants, staff, and partners engage together in St. Clare’s “Community First” model. Together, we work in partnership to reduce homelessness in ways that are scalable, replicable, and enduring.

ACCOUNTABILITY

The Administrative Assistant is accountable to Administrative Coordinator and will also be working to support the Director of Community and Partnerships and the Senior Property Manager.

FUNCTION

DUTIES

The duties of the Administrative Assistant fall under the following categories:
**1. **Property Management Support**
- Assist the Senior Property Manager in organizing and booking meetings.
- Be part of the meetings with other stakeholders and take minutes.
- Provide assistance and follow ups on RGIi renewals
- Liaise with Property Managers on weekly, monthly, and ad-hoc reports/tasks
- Provide assistance drafting and documenting tenant and building policies/instructions
- Draft Property Manager manuals and process documents
- Manage calendars
- Receptionist duties including answering and directing callers and in-person visitors and tenants to the appropriate person.

**2. **Community and Partnership Support**
- Assist the Director of Community and Partnership in providing data and budget reports to the City of Toronto in TGRIP
- Be part of the meetings with other stakeholders and take minutes
- Assist in Partnership and POS agreements, follow up on yearly renewals
- Manage correspondence by tracking and following up, if needed
- Draft Community and Partnership manuals and process documents
- Manage calendars

**3. **Administrative Support**

Administrative Assistant will also support the Administrative Coordinator with tasks assigned and work in general development and streamlining of processes and procedures for the organization. They will also assist in the maintenance of the St. Clare’s document repository.

**REQUIREMENTS**:

- 2-3 years of experience working in an administrative role
- Proficient in Office 365
- Specific experience with SharePoint is an asset
- Ability to handle complex situations in a calm manner
- Skilled at process/workflow creation and administration and standardization across diverse contexts
- Detail oriented and extremely organized
- Skilled at managing multiple timelines, prioritizing and working independently to meet goals
- Able to work onsite 5 days a week
- Experience being handling projects independently with least supervision
- Familiarity consulting with multiple stakeholders to make decisions
- Accommodations during the recruitment, selection, and interview processes will be provided in accordance with the Ontario Human Rights Code if needed. If you need accommodation during the hiring process, please write reach to the Human Resources_
- St. Clare’s Multifaith Housing Society is an equal opportunity employer and encourages resumes from people who are reflective of the diverse communities we serve. We are committed to excellence and hire based on merit._
- All new St. Clare’s employees are required to be fully vaccinated as a condition of hire in accordance with our Mandatory COVID-19 Vaccination Policy, unless they are exempt on the basis of medical or other grounds pursuant to the Ontario Human Rights Code. _
- While we thank all applicants for their interest, only those selected to move forward in the recruitment process will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose._

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

**Salary**: $19.00-$25.00 per hour

**Benefits**:

- Dental care
- Employee assistance program
- Life insurance
- Paid time off

Schedule:

- Day shift
- Monday to Friday