Administrative Assistant To The Facilities & Information Technology Services Department

Trinity College School is looking for a dynamic and creative Administrative Assistant to join our Facilities & IT Services team. This position reports to the Executive Director of Facilities & Information Technology Services and provides support to the department’s management team as required. The role will provide a wide range of administrative services ranging from coordination and scheduling meetings; preparation of reports, presentations and correspondence; managing and maintaining documents; and handling new employee onboarding requests. The Assistant requires a keen sense of tact, diplomacy and customer service. As a member of a diverse team, the successful candidate must be a team player and strong collaborator and have the ability to work independently and troubleshoot issues as they arise. This is a full-time, permanent position.

Duties and Responsibilities

• Provide scheduling and administrative support; coordinate and maintain electronic calendar/schedule for the executive director by anticipating and leveraging requirements, priorities and needs; provide necessary appointment logistics, pertinent information and contact requirements
• Perform other administrative office duties such as maintaining various hard files and electronic records, photocopying, faxing, mailing and maintaining office equipment and supplies; provide ongoing troubleshooting support to team members as it relates to minor technical queries
• Act as the first point of contact for internal and external calls and inquiries; triage and track work requests as required
• Prepare meeting packages for attendees (agendas/presentations), attend and record proceedings, prepare and distributes minutes, communicate committee decisions, and initiate and/or complete any required follow up to facilitate desired outcome of meetings
• Perform cross-functional tasks and/or duties within the portfolio including quality initiatives and support implementation of portfolio project initiatives as assigned
• Develop, organize and maintain electronic and paper information filing/retrieval methods, systems and formats
• Maintain documents and databases, as required
• Prepare and share meetings materials in a timely manner
• Strong ability to execute work with a diversity, equity and inclusion lens
• Follow school policies and procedures
• Other duties as assigned

Qualifications

• Post-secondary diploma in office administration, business administration or equivalent experience
• A minimum of 3-5 years’ experience providing administrative support in a maintenance setting is preferred
• Excellent verbal and written communication skills
• Extensive experience with Google Suite and/or Microsoft Office is required
• Superior organizational and time management skills
• Demonstrated initiative and the ability to work independently and within a team environment
• Strong problem-solving skills
• Ability to use discretion in dealing with sensitive issues while also maintaining appropriate levels of privacy and confidentiality
• Valid Class “G” license required
• Must be willing to provide a criminal and vulnerable sector background check

Trinity College School offers a competitive compensation package including extended healthcare, dental benefits and pension.

To Apply

Submit your resume and cover letter, via email, no later than Friday, February 2nd, 2024, to:
Mr. William Conley, Executive Director – Facilities & IT Services, Trinity College School
Email: bconley@tcs.on.ca

Trinity College School thanks all applicants for their interest, but can acknowledge only those selected for an interview.

TCS is an equal opportunity employer. Trinity College School is committed to providing accommodations for persons with disabilities. The School will provide support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant’s accessibility needs.

We celebrate the diversity of our school community, including differences in race, colour, religion, national or ethnic origin, gender, sexual orientation, and gender identity. We welcome candidates representing such diversity.