Position: Administrative Assistant

Reports to: Administration & Finance Manager

Department: Administration & Finance

Positions that report to Administrative Assistant: None

Overview:

The Administrative Assistant performs a wide variety of administrative activities within the Administration & Finance Department based in Toronto. To be successful in this position, the candidate must have the demonstrated ability to effectively prioritize workflow and high standards of ethics and confidentiality to handle sensitive information.

Role and Responsibilities:

General: Provide assistance and relief to the Administration & Finance team, along with all other duties as assigned.
Mailbox & Email Management: Monitor the office mailbox and email, ensuring timely handling of incoming correspondence, responding to inquiries, and forwarding communications to the appropriate individuals.
Data Entry in QuickBooks: Input and update financial data into QuickBooks, ensuring all transactions are recorded and categorized such as receivables & payables.
Organizing Mastercard Statements & Receipts: Maintain accurate records of Mastercard transactions and receipts, ensuring proper documentation and organization for financial tracking and input to QuickBooks.
Invoice Creation: Generate respite and program invoices on a monthly basis.
Document Scanning: Scan and organize documents as required, ensuring proper digital archiving and retrieval when necessary.
Errands & Purchasing: Oversee program-related purchases (groceries, office supplies, etc.) from suppliers like Walmart, Metro, and Amazon, ensuring alignment with needs, priorities, and budgets, while managing inventory levels, physically organizing supplies, and handling package pickups and mailings to ensure the efficient organization, storage, and smooth operation of materials.
Vendor Payments & Communication: Manage and process incoming invoices, contact vendors to make payments or request changes to invoice details, and ensure proper coordination and record-keeping.
Data Entry: Update and maintain data in spreadsheets or systems as needed.
Break Coverage: Provide coverage for program staff when necessary.
Fundraising Events Assistance: Assisting with setting/cleaning up, registration, raffle sales, etc.

Role Requirements:

Knowledge/ Experience

- A Bachelor’s degree or equivalent combination of education and experience

- Previous experience in an administrative position

- Strong PC skills including Word, Excel, Power Point and MS Outlook

Skills/Competencies/Attributes

- Proven leadership qualities

- Excellent interpersonal, written and oral communication skills

- Proven ability to effectively prioritize work flow

- Ability to exercise good judgment, show initiative and be proactive

- Extremely detailed oriented

- Flexibility in terms of scheduling

- Travel to Mississauga may be required

- High standards of ethics and confidentiality to handle sensitive information

- Fluent in Portuguese Language an asset

Job Types: Full-time, Permanent

Pay: $21.00 per hour

Schedule:

Day shift
Monday to Friday

Work Location: In person

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Administrative Assistant