Administrative Assistant

Position: Administrative Assistant

Hours of Work: 37.5 hours (Monday to Friday)

Location: 877 Yonge Street, Toronto

St. Clare’s Multifaith Housing Society is a social justice landlord acting in solidarity with people who have experienced homelessness. Our engaged staff innovatively support their efforts to achieve stability by improving and expanding access to healthy, secure, safe, affordable, and diverse housing communities and long term successful tenancies.

Aligned with the understanding that healthy communities and healthy tenancies reinforce one another, our tenants, staff, and partners engage together in St. Clare’s “Community First” model. Together, we work in partnership to reduce homelessness in ways that are scalable, replicable, and enduring.

ACCOUNTABILITY

The Administrative Assistant is accountable to the Administrative Coordinator.

FUNCTION

The Administrative Assistant’s role is to support in the administrative and day-to-day operations of St. Clare’s. The ideal candidate will be comfortable taking up ad-hoc tasks and working in a dynamic environment. They will be passionate about and skilled at creating processes and materials to create a more effective organization.

DUTIES

The duties of the Administrative Assistant fall under the following

Meeting Coordination:

· Collaborate with the Administrative Coordinator to efficiently organize and schedule meetings.

· Efficiently manage calendars to optimize scheduling and coordination.

· Actively participate in meetings with stakeholders, diligently recording minutes for comprehensive documentation.

Document Management:

· Provide crucial support in drafting and documenting tenant and building policies/instructions.

· Develop manuals and process documents to ensure streamlined operations.

Reception:

· Perform receptionist duties, including answering and directing calls, as well as guiding in-person visitors and tenants to the appropriate contacts.

Community and Partnership Assistance:

· Assist in compiling and reporting data and budget to funders, including the City of Toronto using TGRIP.

· Support the administration of partnership agreements, ensuring timely renewals and compliance.

· Effectively manage correspondence by tracking and following up as necessary.

Administrative Process Development:

· Contribute to the development and streamlining of organizational processes and procedures.

· Maintain and organize St. Clare's filing systems for accessibility and efficiency.

Ad-Hoc Projects:

· Undertake other ad-hoc projects as assigned, demonstrating flexibility and adaptability in meeting organizational needs.

REQUIREMENTS

· 2-3 years of experience working in an administrative role

· Proficient in Office 365

· Specific experience with SharePoint is an asset

· Ability to handle complex situations in a calm manner

· Skilled at process/workflow creation, process/workflow administration, and standardization across diverse contexts

· Detail oriented and extremely organized

· Skilled at managing multiple timelines, prioritizing and working independently to meet goals

· Able to work onsite 5 days a week

· Experience handling projects independently

· Familiarity consulting with multiple stakeholders to make decisions

Please note: Interviews will occur on rolling basis; please apply as soon as you can . Send your resume to hr@stclares.ca.

Successful candidates must undergo a Vulnerable Sector Screening reference check to the satisfaction of St. Clare’s Multifaith Housing Society

Accommodations during the recruitment, selection, and interview processes will be provided in accordance with the Ontario Human Rights Code if needed. If you need accommodation during the hiring process, please call 437 421 2958

St. Clare’s Multifaith Housing Society is an equal opportunity employer and encourages resumes from people who are reflective of the diverse communities we serve. We are committed to excellence and hire based on merit.

All new St. Clare’s employees are required to be fully vaccinated as a condition of hire in accordance with our Mandatory COVID-19 Vaccination Policy, unless they are exempt on the basis of medical or other grounds pursuant to the Ontario Human Rights Code.

While we thank all applicants for their interest, only those selected to move forward in the recruitment process will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.

Job Types: Full-time, Permanent

Salary: $24.95-$25.00 per hour

Expected hours: 37.5 per week

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• On-site parking
• Paid time off
• Vision care

Schedule:

• Monday to Friday

Work Location: In person