Administrative Assistant

Part Time Administrative Assistant for not-for-profit organization client, Toronto.

Marberg Job Number: 2549.

Job Type: Temporary.

Initial Term: ASAP for approximately 3 months, with possibility of extension or conversion to direct-hire, subject to client business requirements.

Compensation: From $25 per hour to $27 per hour.

Regular Work Hours: 9 am to 5 pm, not including 1 hour unpaid lunch break, 2 days per week, and 9 am to 4 pm, not including 1 hour unpaid lunch break, 1 day per week, to be worked between Monday to Friday (20.0 work hours per week).

Work Location: Primarily remote-based, with periodically scheduled visits to Toronto-based office to pick up mail, organize inventory, equipment, and communications materials, etc. Candidates should live within a reasonable, occasional commute to mid town Toronto.

Position Reports To: Operations Manager.

Responsibilities Summary:

• Provide administrative support, special events support, and financial administration support services to Operations Manager and senior leadership team.
• Receive, code, respond to, or forward incoming email and mail correspondence.
• Receive, enter, and process invoices and expense receipts for payment.
• Coordinate IT technical support and resources for remote-work station set-ups and maintenance.
• Maintain and update mailing lists and client contact information.
• Assist with meeting arrangements, staff training events, and other special events coordination.
• Draft and format correspondence, reports and presentation materials from templates and notes as required.
• Perform electronic records management functions as required.
• Additional administrative and clerical support functions as required.

Qualifications:

Education: Post Secondary Degree or Diploma in Business Administration, or equivalent combination of education and work experience.

Preferred Work Experience: At least 2+ years of experience in office administration.

Preferred Sector Experience: Not-for-profit sector experience an asset.

Technical and Language Skills Requirements:

• Proficiency in MSOffice Word, Excel, Outlook, PowerPoint and Teams (will be tested).
• Strong data entry skills (will be tested).
• Superior attention to detail (will be tested).
• Proficiency numeracy skills (may be tested).
• Strong English communication skills, both written and verbal, including proficient level business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes:

• Demonstrated record of professional conduct and character. Responsible, reliable and works to deadlines.
• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Focused and able to work effectively with minimal direction and supervision, to prioritize tasks effectively, and to manage volume targets and due dates.
• Pleasant and courteous. Demonstrated commitment to client service and professional representation of the organization.
• 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.
• Demonstrated ability to work 100% remotely and onsite, abiding by organization confidentiality, and 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:

Please note that we are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that for this position, Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.

Candidates are only contacted via official phone call, email, or LinkedIn message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.