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Administrative Assistant

2 weeks ago

Toronto ON MZ J, Canada Jean Tweed Centre Full time $60,000 - $90,000 per year

Position Purpose

The Supervisor, Operations & Administration is responsible for executing effective operation of the Centre, across multiple facility sites. This role involves high-quality service delivery, organization and alignment with the Centre's mission.

The role has ongoing and seasonal requirements for the oversight of operations services that include administration support, health and safety, security, maintenance and vendor management.

Does this sound like you?

You are an "all-in" team player whose practical experience reflects the requirements of the position. As a proven, confident professional, you communicate with clarity and consistency and possess high emotional intelligence that lets you relate to a variety of audiences in a way that is meaningful and inspiring to them. You are empathetic, able to create healthy boundaries and a good listener who is quick to build trust with internal and external partners. Most importantly, you offer the technical skills and accountability that are essential to achieving the goals of the centre and our operations. A flexible and hands-on leader who can collaborate and communicate in a fast-paced, diverse, community-based environment with a commitment to serve and team work.

Key Responsibilities

Operational:

  • Supporting special events with set up, take down and coordination.
  • Setting up IT equipment and troubleshooting (setting up laptop, desk top and/ or printers)
  • Ensuring compliance with organizational standards and regulatory requirements.
  • Implement, update and create written operational procedures and protocols related to building services and suppliers.
  • Support residential properties and administrative office spaces, including coordinating maintenance and projects.
  • Ensure proper health and safety, including regular maintenance of equipment and contracts at all sites.
  • Supporting the food and nutrition team with ordering and inventory, as needed.
  • Coordinate cleaning and pest control services, and support supply chain needs.
  • Support the organization's safety and security systems with senior leadership and contractors.
  • Participate in Health and Safety Committees as assigned, certification in JHSC 1&2 required
  • Handle on-call responsibilities
  • Flexible to travel across sites and hours of work
  • Manage Maintenance vendor contracts and building support.

Organizational:

  • Manage and maintain documentation and accurate records, including using technology systems.
  • Conduct responsibilities with a commitment to harm reduction, trauma-informed, women-centered, and anti-oppressive practices.
  • Adhere to the Occupational Health and Safety Act, and report incidents immediately to the direct supervisor or Executive Director.
  • Abide by the policies and procedures of The Jean Tweed Centre.
  • Provide customer service in all interactions, ensuring no conflict of interest.
  • Respect and maintain professional boundaries with others, work collaboratively, and celebrate shared successes.
  • Demonstrate accountability by following through on commitments and supporting inclusion, equity, and diversity.
  • Commit to continuous learning through professional development and applying new skills.
  • Maintain privacy and confidentiality at all times under the requirements of the organization.

Qualifications

  • Project Management, Business Administration education and Property Services experience.
  • Familiarity with non-profit health services and community residential care, is an asset.
  • Physically able to complete tasks that require you to lift a maximum 25lbs, 50lbs assisted.
  • Joint Health & Safety Committee (JHSC 1&2) and First Aid Certification is preferred.
  • Broad maintenance knowledge of residential and commercial buildings.
  • Strong technical skills include Microsoft suites, computer and data base skills
  • Competent in maintaining accurate records, invoices etc.
  • Maintaining inventory controls (IT equipment, general office supplies, food, organization assets)
  • Maintain required certifications
  • Must have a reliable vehicle, valid G driver's license and vehicle insurance

8:30-4:40am (Mon-Fri)