Senior Office Administrator

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Senior Office Administrator

06 Jan 2024

Permanent, Full-time

120 Eglinton Ave E, Toronto, ON M4P 1E2

$45,000 - 50,000 / per Year

Job Details:

Staffworks is hiring a Permanent Office Administrator for our client, in the Non-profit industry!

The Office Administrator is responsible for managing daily administrative tasks while facilitating communication and collaboration among team members. This role involves coordinating schedules, handling inquiries, and maintaining smooth office operations in a virtual environment. The ideal candidate will have exceptional organizational and communication skills, along with the ability to multitask, prioritize, and ensure efficiency across all office functions.

Candidates are invited to submit their resumes to Monique Pedro moniquep@staffworkscanada.com. Staffworks thanks all candidates for their interest; however only those selected to continue in the process will be contacted.

Responsibilities
Roles and Responsibilities: Administrative Services:
- Perform a wide range of administrative duties to ensure the effective daily operation of the office, including reception duties, answering phone calls, and managing voicemail updates.
- Develop, implement, and recommend office procedures and systems to enhance overall efficiency.
- Coordinate office activities and schedules for all staff members and board committees.
- Manage travel logistics for senior leadership and staff, ensuring timely expense reimbursements as needed.
- Screen communications (e.g., phone calls, emails), using independent judgment to prioritize and direct messages appropriately.
- Serve as the primary point of contact for facilitating communication between senior leadership, staff, and board members.
- Receive and distribute incoming mail, identifying priority items for executive attention.
- Coordinate the preparation and distribution of mailouts, including newsletters and promotional materials.
- Organize meetings, training sessions, and conferences, including venue selection, catering arrangements, and logistics.
- Conduct research and prepare reports on routine administrative matters.
- Assist in the preparation of presentations, including PowerPoint presentations.
- Summarize documents and prepare necessary background materials.
- Take minutes for meetings as required (e.g., staff meetings, program meetings).
- Respond independently to routine letters and general correspondence.
Asset Management:
- Manage office inventory and ensure adequate supplies are on hand, using resources responsibly.
IT and Systems Management:
- Maintain and update donor and stakeholder databases.
- Record donations in the database and prepare tax receipts with accompanying thank-you letters.
- Oversee computer system management, collaborating with IT professionals for system updates and troubleshooting.
- Serve as the go-to resource for basic software-related issues (e.g., MS Word, Excel, PowerPoint).
- Manage updates to the organization's website, ensuring timely content changes in collaboration with staff and the webmaster.
Funding Development and Financial Management:
- Assist with the preparation of grant proposals, including typing, revising, and compiling necessary documents.
- Support financial processes, including the payment of invoices and reconciliation of donations with the financial team.
- Manage petty cash, ensuring that office expenses are tracked and reconciled according to policies.
Special Events:
- Participate in the coordination of special events, providing administrative support in materials preparation and logistics.
- Assist with follow-up tasks after special events.
Requirements
Other Responsibilities:
- Perform additional administrative and office management tasks as required to ensure the smooth functioning of the organization.
Job Qualifications/Experience:
- Completion of at least two years of post-secondary coursework in business or a related field, with three years of office administrative experience in a supervisory or leadership role, or an equivalent combination of education and experience.
- Strong computer skills, including proficiency in word processing, PowerPoint, and Excel.
- A minimum of 3-5 years of experience in the non-profit sector.
- Familiarity with information systems and database programs (e.g., Donor Perfect).
- Knowledge and experience with social media platforms (Facebook, Instagram, TikTok) and web tools (e.g., WordPress, HTML, CSS, JavaScript).
- Ability to perform complex office administrative tasks using independent judgment.
- Excellent verbal, written, and typing skills.
- Exceptional organizational skills, with the ability to coordinate multiple tasks, meet deadlines, and follow up on assignments with minimal supervision.
- Ability to interpret and apply policies, procedures, and software applications.
- Strong problem-solving abilities and attention to detail.
Core Competencies:
- Highly motivated and energetic self-starter.
- Ability to work independently and collaboratively as part of a team.
- Friendly, approachable, and able to connect with a diverse range of people.
- Strong personal and interpersonal communication skills.
- Highly organized with a focus on quality and outcomes.
- Demonstrates integrity, maturity, and a commitment to balancing work and personal life.
- Capable problem-solver who adapts to various situations and takes feedback constructively.
- Excellent written and verbal communication that influences internal and external support.
- Proactive in managing responsibilities and addressing challenges.
If you are a motivated individual looking to contribute to a dynamic team while enhancing your administrative skills, we encourage you to apply for this exciting opportunity as an Office Administrator.
Benefits:
- Dental care
- Extended health care
Schedule:
- Day shift
- Monday to Friday
Education:
- DCS / DEC (preferred)
Experience:
- Data entry: 2 years (preferred)
- Administrative: 3 years (required)
- Database administration: 1 year (preferred)
Work Location: In person
Accessibility

Staffworks thanks all candidates for their interest; however only those selected to continue in the process will be contacted. We are an inclusive employer committed to diversity and inclusion. We encourage qualified applicants of all ages, races, colours, ethnic origins, religions, abilities, gender identities and sexual orientations to apply. If you are selected for an interview, please inform your recruiter of your accommodation requirements.

Apply now