About UJA Federation Of Greater Toronto
At UJA Federation of Greater Toronto, our vision is to lead the most vibrant Jewish community in North America - a community characterized by its diversity, unity, compassion, generosity and commitment to Jewish values. Together with our philanthropic, volunteer and professional leadership,
we are changing lives. As one of North America’s leading Jewish non-profits, UJA Federation of Greater Toronto works to preserve and strengthen the quality of Jewish life in Greater Toronto, Canada, Israel and around the world.
About The Opportunity
United Jewish Appeal of Greater Toronto is looking for an Administrative Assistant to provide a variety of administrative support to the Finance and Operations teams.
Reporting to the Executive Assistant, Finance & Operations, the Administrative Assistant provides dedicated administrative support to the Finance and Operations departments, ensuring efficient and effective day-to-day operations. The successful candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. This role is essential in supporting the teams' success and contributing to the overall organizational goals.
Responsibilities:
- Process invoices, expense reports, and vendor payments, ensuring accuracy and timeliness
- Manage and reconcile corporate AMEX and VISA charges for the organization, ensuring that all charges have appropriate approvals and receipts
- Handle flight and hotel bookings for the organization using online travel platforms, ensuring that all bookings are pre-approved and meet the needs of the requestor by providing travel options and assistance
- Provide weekly Salesforce reports to the CFO and COO, and update Salesforce as needed
- Assist in the preparation, proofreading, and formatting of reports, presentations, and other documents
- Maintain and organize electronic and physical filing systems, ensuring confidentiality and accessibility
- Schedule and coordinate logistics for meetings (eg. CFO and COO committee meetings), including room reservations, technology setup, food and beverage preparation, preparing agendas and printing of meeting materials, and taking minutes as required
- Assist with organizing and scheduling team celebrations (eg. birthdays), including coordinating food, beverage, and invoice processing
- Liaise with Office Coordinator for office supply inventory and ordering for the Finance and Operations teams
- Provide support on cross-departmental projects, ensuring deadlines and deliverables are met
- Collaborate with stakeholders to streamline processes and enhance operational efficiency
- Oversee document management and signature retention through DocuSign, ensuring deadlines are met and necessary follow-ups are completed
- Provide other general administrative assistance to the Finance and Operations teams as required
Qualifications:
- Post-secondary education in Business Administration, Finance, or a related field, or equivalent experience
- Minimum of 2–3 years of administrative experience, preferably in a finance or operations environment
- Excellent computer software skills (Microsoft Office, Excel, Outlook) and an aptitude to learn new software and database programs
- Experience in Salesforce (or another CRM) considered an asset
- Ability to work independently as well as in a team
- Strong interpersonal skills with ability to quickly build rapport with colleagues, stakeholders, lay leadership, etc.
- A self-starter able to leverage his/her knowledge, skill and experience to manage change from start to finish
- Strong organizational skills with excellent attention to detail
- Ability to multi-task effectively, handling many responsibilities at the same time
- Excellent written and verbal communication
- Enthusiasm, creativity, innovation and the ability to thrive in a fast-paced environment
- Maintain a high degree of discretion and confidentiality
- Familiarity with the Toronto Jewish community and/or experience in Jewish Communal Service considered an asset
- Alignment with the mission, values, and goals of the organization
- This is a full-time permanent position, Union one. At UJA we support a flexible work schedule and all of our employees engage in hybrid work. Engagement and connection are key to supporting the best employee experience and we want to ensure that this puts balance and well-being at the forefront of our approach to ways of working. In addition to a rich time off policy, UJA’s offices are closed on all Jewish holy days (yom tov) and we support early office closures to observe the Jewish Sabbath (Shabbat).
We look forward to connecting with you to understanding what you can bring to the UJA team and how we can support your career goals. Qualified applicants are invited to submit a cover letter and resume. Only those applicants invited for interview will be contacted.
Commitment to Inclusion and Accessibility:
UJA Federation supports a diverse candidate and employment experience. We are proud of our dynamic professional team, which reflects the diversity of the Jewish community and general community alike in Greater Toronto. We are an equal opportunity employer and welcome applicants from
all communities. We encourage you to follow us to get regular updates on open roles. We are committed to creating an inclusive and accessible workplace and believe this is essential to ensure that every member of our team can thrive.
We adhere to barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please notify us and we will work with you to meet your needs.
