Administrative Assistant

Museum of Toronto; Toronto; On-site; CAD 40,000 - 55,000; Full time

Job summary

A non-profit organization is seeking an Administrative Assistant to support the CEO and Leadership Team in Toronto. The role involves providing comprehensive administrative support, maintaining records, and assisting with meeting preparations. Candidates should have at least two years of relevant experience and a degree or diploma in a related field, along with strong communication and organizational skills.

Qualifications

• Minimum two years related experience in an administrative role.
• Strong analytical skills to summarize reports and prepare documents.
• Proven ability to work independently and as part of a team.

Responsibilities

• Provide comprehensive support to the CEO and Leadership Team.
• Manage travel arrangements and prepare documentation for meetings.
• Maintain confidential records and assist with financial reporting.

Skills

Communication skills

Organizational skills

Analytic skills

Teamwork

Multi-tasking

Education

Degree/Diploma in a related field

Job description

2 days ago Be among the first 25 applicants

Museum of Toronto is a not-for-profit charitable organization founded in 2014. It connects Torontonians to the city and to each other. For over a decade, we have defined how Toronto communities tell, share, and learn about our unique and ever-evolving city through our histories and aspirations for the future.

The Museum is seeking an Administrative Assistant to provide comprehensive support to the CEO, Leadership Team and Board of Directors. You will provide project related and administrative support on a range from general to program-related coordination and support tasks. As an integral member of the team, you will also work with fellow staff to ensure deadlines are met, tasks are on track, and the overall objectives of the leadership team are achieved. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Responsibilities :

• Provide administrative support to the CEO, from calendar management to scheduling meetings and working closely to keep them well-informed of upcoming commitments and responsibilities, as well as follow up.
• Act as point of contact for volunteer board members and its various committees, maintaining up-to-date board policies and managing / preparing board documents
• Coordinate domestic and international travel arrangements and itineraries and offsite meetings including itineraries, flight reservations, and hotel accommodation
• Work closely with the CEO in the preparation and organization of initiatives related to editing, assembly, shipping and tracking, organization of board presentations, consultant liaison, project follow‐up, organization, etc.
• Maintain confidential records, current files, and company forms for office use
• Prepare letters, contracts, reports, correspondence, meeting minutes, presentations, and schedules and maintain accurate and up-to-date records.
• Provide admin support for bookkeeper, from reviewing invoices for payment and ensuring timely payment of bills to assisting with the preparation of monthly and quarterly financial reports.
• Support the CEO and Leadership team in administering the team’s annual performance reviews.

Qualifications :

• Minimum two years related experience in an administrative role with a degree / diploma in a related field. Museum studies training an asset
• Excellent communication skills both oral and written, exceptionally organized with a capacity to effectively prioritize workflow
• Strong analytic skills to summarize reports, review and prepare documents
• Proven ability to work independently and as part of a team
• Ability to multi‐task and meet multiple and / or unexpected deadlines in a demanding environment
• Professional manner and positive attitude

The Museum of Toronto is an equal opportunity employer and encourages applications from qualified candidates from visible and invisible minority group members, women, Indigenous persons, persons with disabilities, persons across the spectrum of sexual orientation and gender identities and others with the skills and knowledge to productively engage with diverse communities. We are committed to hiring on merit and to removing barriers in employment policies. Reasonable accommodation for disabilities will be provided, on request, to support applicant’s participation in all aspects of the recruitment and selection process.

Seniority level

Seniority level

Entry level

Employment type

Employment type

Full-time

Job function

Job function

Administrative

Museums, Historical Sites, and Zoos

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