Job Description

Job #:
7030
Division:
CEO Office
Vacancy Type:
Full-time Permanent
Affiliation:
Non-Union: Management & Exempt
Contract Length:

Grade:
05
# of Vacancies:
1
Salary/Hourly:
$59,290.84 - $88,938.33
Work Details (Days/hours):
36.25hrs/week
Posted Date:
05/08/22
Existing or New:
Existing
Deadline to Apply:
19/08/22
Benefits/work perks In addition to a competitive salary and a rewarding career where you can truly make a difference, we offer a comprehensive benefits package that meets the various needs of our diverse employees, including:

• Three weeks paid vacation and four additional paid personal days
• Defined Benefit Pension Plan
• Health and Dental Benefits including Healthcare Spending Account
• Employee Assistance Plan
• Maternity and Parental Leave Top Up
• Fitness Membership discount
• Annual Tuition Reimbursement

This position offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will allow you to work some days at a TCHC work location and the rest of the time from home. The amount of time required to work at a TCHC work location is flexible, while considering operational and service delivery requirements Make a difference At Toronto Community Housing we pride ourselves on fostering an environment of collaboration and respect. The Executive Assistant provides sound senior level administrative services and support to the Chief Operating Officer (COO), including preparing correspondence, reports, presentations, researching and compiling data, transcribes and distributes minutes and liaises with internal and external individuals.
The successful incumbent will be experienced in handling a wide range of administrative and executive support related tasks and will be extremely well organized, very detail oriented, flexible and able to deal with competing priorities. They will have highly developed communication and customer service skills and possess tact and good judgment in handling highly confidential and sensitive information. What you’ll do Administrative Support and Managing Schedules

• Arranges meetings and travel when necessary by developing itineraries and agendas. Monitors and manages complex schedules accommodating urgencies and daily shifts and changes as they arise.
• Prepares correspondence on behalf of the COO. Requests vary and include a wide range of internal and external contacts.
• Maintains strict confidentiality with respect to the corporation and its individuals.
• Assists in the preparation, review and monitoring of division submissions and reports going forward to the Board of Directors under the direction of the COO.

Meeting/ Event Management

• Prepares and drafts minutes, and correspondence including memos, letters, reports, statistical summaries.
• Generates customized presentation material. Organizes and coordinates divisional events, functions and team building.
• Plans, prioritizes and manages multiple calendars and tasks to ensure deadlines are met.

Payroll

• Preparing and entering payroll for a division of 8 Senior Management and Exempt staff; including tracking vacation bank statements within a prescribed payroll period.
• Monitoring approvals to ensure compliance with corporate policies and procedures and internal auditing guidelines

Information Management and Customer Service

• Provides comprehensive information regarding the division’s operations and internal procedures.
• Maintains contact with and requests reports, and information from other divisions.
• Provides information and responds to inquiries from various internal and external stakeholders i.e. Senior Managers, Executive Leadership, Executive Assistants, Managers, Staff and Internal and External Clients.
• Conducts research and compiles statistical information.
• Generates reports, tables, graphs, spreadsheets and charts

Office Management

• Maintains inventory and orders supplies.
• Assists with the administrative processing of system activation and de-activation, while following TCHC policies and procedures while maintaining a high level of confidentiality.

Records Management

• Maintains company’s correspondence, records and data.
• Establishes, manages and maintains manual and electronic files and records.
• Maintains reporting against division’s budget.
• Maintains employee expenses and reconciles credit cards
• Maintains petty cash and receives, tracks, codes and itemizes invoices in accordance with organizational policies, procedures and budget availability, prior to submitting for processing.
• Provides administrative support for budget preparation.

What you’ll need

• Post-Secondary Degree or College Diploma or Certificate in Business Administration or relevant field, or a combination of education and/or administrative experience in a corporate environment.
• Minimum of 5 years progressive administrative experience. Experience supporting the Operations function is an asset.
• Experience and high level of proficiency using a variety of software packages including MS Word, Excel, PowerPoint and information databases to prepare correspondence, documents and generate reports
• Superior time management skills working with a high degree of independence, utilizing tact and good judgment in the communication and processing of information to support the COO
• Ability to work independently with little supervision and also as a member of a team.
• Excellent oral and written communication skills.
• Excellent customer service skills to respond to enquiries from a variety of internal and external stakeholders and from individuals of diverse language and cultural backgrounds.
• Ability to manage a large volume of highly confidential and sensitive information concerning, but not limited to, employee and labour relations and sensitive political and internal issues in a timely manner.
• Possesses strong interpersonal skills, negotiation, analytical and problem solving skills

What’s next Once you apply, we’ll review your resume to determine if your skills and experience match the qualifications for the role and only qualified candidates will be contacted for next steps. If you move forward, the process may include an interview, written/practical test, and reference check. Please Note: TCHC has a mandatory vaccination policy wherein staff are required to be fully vaccinated against COVID-19 with the exception of employees with approved accommodations.
INDS