Administrative Assistant

ORGANIZATION OVERVIEW

Tikva Housing Society (“THS”) is a charitable non-profit housing society that provides access to innovative and affordable housing solutions, primarily for Jewish individuals and families. Tikva Rental Housing Society (“TRHS”) is a non-profit housing society that acquires, constructs, holds, supplies and operates/manages and/or maintains housing accommodations and incidental facilities for low- and moderate-income families and individuals. THS and TRHS shall collectively be known as “the Society”.

JOB DESCRIPTION

Reporting to the Executive Director and Director of Operations, the Administrative Assistant supports the successful delivery of our programs and internal operations. The role supports the Finance team, provides assistance to the Executive Director, and is both client and donor-facing.

DUTIES AND RESPONSIBILITIES

Administrative

1. Performs reception duties, including answering telephones, receiving and relaying messages to staff, receiving deliveries, etc.
2. Assists in the coordination of office operations, client visits, logistics, supplies, equipment, etc.
3. Supports Board functions – arranges for in-person or virtual meeting space, provides meeting reminders, arranges food, distributes meeting materials, prepares meeting agenda and minutes.
4. Provides assistance to the Executive Director in coordinating events, meetings, conferences, etc. and other tasks as assigned.
5. First point of contact for clients seeking information about the Society programs.
6. Oversees and maintains donor contact database and monitors for tribute card requests.
7. Maintains Society records – both paper and electronic files.
8. Gathers and correlates data used for donor relations and promotional purposes.
9. Prepares tribute cards and thank you letters.
10. Ensures the office is maintained in a tidy fashion.
11. Assists in setup and clean up for all boardroom meetings.
12. Assists in the planning and coordination of tenant events.

Financial

1. Posts all transactions to QuickBooks online.
2. Processes and records donations in Keela.
3. Advises management weekly of all donations received.
4. Prepares accounts payable and receivable invoices for approval.
5. Prepares cheques for approved rent relief payments and payables.
6. Prepares bank deposit slips and deposits funds to banking institution.
7. Ensures confidential files are securely stored.
8. Assists the Finance Coordinator with bookkeeping tasks as assigned.
9. Maintains a current knowledge of and adheres to all Society policies and procedures.

QUALIFICATIONS

1. Three years experience assisting in program delivery and administration for a non-profit, charitable organization.
2. Post-secondary training in bookkeeping or relevant experience.

KNOWLEDGE, SKILLS & ABILITIES

1. Proficiency with MS Office 365, including Word, Excel, Outlook and PowerPoint.
2. Proficiency with QuickBooks or similar accounting software.
3. Proficient in bookkeeping tasks such as accounts payable, cheque preparation, and bank deposits.
4. Familiarity with customer relations management software.
5. Excellent communication skills, both written and oral.
6. Efficient and organized.
7. Friendly, professional attitude.
8. Excellent time management.
9. Able to prioritize and multi-task within assigned deadlines.
10. Knowledge of the Jewish community is an asset.
11. Ability to speak Hebrew or Russian is an asset.

WORK ENVIRONMENT

This role is based in the Tikva office and requires multi-tasking in a fast-paced environment.