Senior Administrative Assistant

Marberg Staffing Ltd.; Toronto; Hybrid; CAD 60,000 - 80,000; Part time

Job summary

A not-for-profit organization client seeks a Senior Administrative Assistant in Toronto to provide vital administrative support to an executive team. This role requires at least 3 years’ experience in office administration within a not-for-profit setting. Responsibilities include managing calendars, handling communications, and coordinating travel logistics. Candidates must have strong skills in Microsoft Office and excellent English communication skills.

Qualifications

• At least 3+ years of experience in office administration, supporting a senior leadership team.
• Experience in not-for-profit, Board-governed organizations is preferred.
• Strong typing skills and the ability to handle confidential information.

Responsibilities

• Handle day-to-day administrative support functions for an executive office.
• Manage the executive's calendar and email correspondence.
• Coordinate logistics for travel and meetings.

Skills

Microsoft Office 365 proficiency

Strong English communication skills

Attention to detail

Organizational skills

Education

Post Secondary Degree or Diploma in Business Administration

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Job description

Overview

Senior Administrative Assistant for not-for-profit organization client, mid town Toronto.

Job Number: 2596. Job Type: Temporary. Initial Term: ASAP for approximately 2-3 months, with possibility of extension or conversion to direct-hire. Target compensation: From $30 per hour to $35 per hour, according to experience. Regular Work Hours: 9 am to 5 pm, 35 hours per week, with a 1 hour unpaid lunch break, Monday to Friday. Work Location: Hybrid - combination of 3 days remote-based and 2 days onsite at client\'s mid town Toronto office. Onsite work expectations subject to client business requirements and may change accordingly.

Responsibilities

Responsibilities Summary

Handle day-to-day administrative support functions for an executive office, including scheduling, calendar management, managing the executive\'s email inbox and mail correspondence, and making travel arrangements. Provide occasional administrative support services to the organization\'s Board of Directors.

• Act as first point of contact for the executive office, handling incoming inquiries and coordinating with internal and external stakeholders on the executive\'s behalf in a professional manner.
• Day to day calendar management for the executive and team, including scheduling meetings, tracking deadlines and due dates, and resolving scheduling conflicts.
• Preparation and distribution of meeting agendas and supporting information. Attend some meetings as required and take minutes.
• Review and sort incoming email and mail correspondence, responding directly or forwarding to appropriate party as required. Maintain a correspondence log.
• Coordinate logistics for any required travel and process expense claims for approval.
• Provide administrative support services to the Board of Directors as required, including organizing briefing materials for meetings and making travel arrangements.
• Provide administrative support to special events and projects if required, including managing mailing and registration lists and making conference arrangements.
• Maintain office supplies and coordinate with IT or facilities support services to respond to requests for service.
• Manage hard copy and electronic filing systems.
• Act as back up to other administrative staff within the office.
• Additional administrative support services as required.

Qualifications

Education: Post Secondary Degree or Diploma in Business Administration or similar discipline.

Experience: Preferred Work Experience: At least 3+ years of progressive experience in office administration, supporting a senior leadership team.

Sector Experience: Preferred experience in not-for-profit, Board-governed organizations.

Technical and Language Skills

• Strong proficiency in Microsoft Office 365 including Word, Outlook, Excel, PowerPoint, Teams, OneNote and SharePoint (may be tested).
• Strong typing skills and attention to detail (will be tested).
• Familiarity with Boardable is an asset.
• Strong English communication skills, both written and verbal, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.

Task-Based Qualifications and Additional Attributes

• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Pleasant and courteous. Demonstrated commitment to client service and professional representation of the organization.
• Proficient de-escalation skills. Ability to surmount internal and external job pressures. Excellent listening skills, and the ability to provide and receive effective feedback.
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
• Demonstrated ability to work well both independently and collaboratively, and liaise effectively with a wide and diverse range of internal and external stakeholders.
• Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

Additional Requirements

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work both remotely and onsite, abiding by organization health and safety policies.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Satisfactory Background Checks, Technical Skills Evaluations, and Employment References.

Application Notes

Recommended Application Date: Immediately - please note that we are screening and shortlisting candidates immediately and qualified applications may be contacted the same day as the date of application.