Job Description

We are looking for an

Executive Assistant

to join our team in Aurora

About the opportunity

Reporting to the Executive Director, the Executive Assistant performs a variety of administrative and clerical responsibilities to provide effective, efficient, and professional support to the office of the ED and Girls Inc. of York Region.

A full -time 35-hour permanent position- $25/hr

Key Accountabilities:

Administration

Assume front-line customer service position; greeting visitors, answering phones and monitoring the organizations direct messaging systems (voicemail and e-mail) to respond or forward public inquiries/requests, troubleshoot concerns and other front administration duties as required The primary point of contact for staff meetings including establishing and sending agendas, planning for future agendas, and ensuring appropriate communication in advance and follow-up from meetings, updating event calendars, Managing outside vendors such as but not limited to purchases, landlord, pest control, utilities, maintenance and tech support Collecting timesheets for ED approval and processing payroll in the Ceridian system Support and maintain in-house computer systems and technology, desktops, and peripherals. This includes purchasing, installation, maintenance, and upgrade of all hardware and equipment to ensuring information back-ups and optimal workstation performance Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques Maintain all office supplies and all other front office requirements Program registrations, the database for participants and memberships, Assist with fundraising, securing auction prizes, receipts, dropping off request letters and picking up prizes.
Track and manage petty cash

Inventory of laptops and chrome books as well as other equipment used in the programs.

Website updates (WordPress)

Conduct research materials on various topics as requested by the ED

Order office supplies and assists ED with vendor relations, as required.

Collect and distribute daily mail

Maintaining inventory and replenishing office materials such as printer supplies, paper, office supplies etc. and assisting in general maintenance of the office environment.

Answering main phone line and responding to email inquiries.

Qualifications:

Education & Experience

College diploma in business administration or related area.

Minimum three (3) to five (5) years of administrative support experience, preferably supporting senior/executive leadership. Board support and not-for-profit sector experience is a definite asset.

Knowledge, Skills & Abilities

Working knowledge and understanding of a range of administrative and office procedures and office equipment.

Excellent verbal and written communication and customer service skills, with the ability to effectively interact with, and prepare and proofread documents/materials for various audiences.

Strong proofreading skills to detect and correct errors or ensure consistency in spelling, grammar, formatting or branding.

Team-oriented self-starter with solid organizational skills, including the ability to manage multiple deliverables in a time-sensitive environment and maintain composure and effectiveness under pressure.

Advanced proficiency with Microsoft Office Suite, Quick books, particularly Word, Excel, and PowerPoint. Strong internet and computer skills and familiarity with video conferencing platforms.

High degree of discretion and initiative with an appreciation of, and commitment to confidentiality.

Willingness and ability to learn new skills and adapt to changing environments and technology

Other duties/projects as assigned for the overall benefit of GIYR.

Job Type: Full-time

Pay: $23.00-$25.00 per hour

Benefits:

Casual dress On-site parking
Work Location: In person