Administrative Assistant - NAT (Contract)

at  Polycultural Immigrant and Community Services

Position Title: Administrative Assistant - Notification of Arrival
Organization Structure: Reports to the Program Coordinator
Job Status: Contract (until return of medical leave)
Number of Positions: 1
Location: Toronto Pearson Airport
Wages: $24.26/hour for 40 hours/week

QUALIFICATIONS

• College/University diploma/degree in Administration or a related field is preferred
• At least 2 years of experience working as an Administrative Assistant in a fast-paced environment
• Expert proficiency in Microsoft Office and databases
• Excellent written and verbal communication, as well as good facilitation skills
• Possess outstanding problem-solving skills
• Ability to communicate clearly and concisely (verbal and written)
• Must possess the skills to maintain the highest level of professionalism when speaking with clients/stakeholders on behalf of the Executive Team
• Ability to operate independently and collaboratively with a strong dynamic working style
• Good understanding of group dynamics and employee/employer principles
• Flexible and results-oriented approach to work within a relatively structured environment with multiple sites
• Demonstrate ability to build relationships and quickly gain credibility
• Ability to maintain strict confidentiality and handle sensitive employment issues
• Good analytical and critical thinking skills combined with common sense
• Proven time management and organizational skills to manage competing priorities

OTHER REQUIREMENTS

• A satisfactory Vulnerable Sector Police Check (completed when offer is made)
  In support of persons with disabilities, Polycultural asks that job applicants with disabilities who require accommodation in the recruitment and selection process, to please advise Human Resources if contacted for an interview/testing so that suitable accommodation can be arranged. (In compliance with AODA, 2005, Integrated Accessibility Standards). If you require assistance in sending your resume due to a disability, please contact Human Resources directly.
  We thank everyone for their interest in Polycultural; however, only those selected for an interview will be contacted.
  Polycultural Immigrant & Community Services hires on the basis of merit and is committed to employment equity.
  No phone calls please

• Manage official correspondences, both written and verbal to different stakeholders
• Prepare various materials when requested, using PowerPoint, Word, and Excel
• Monitor, update, and report Notifications of Arrival to the team and program stakeholders
• Conduct extensive online and offline research as requested
• Maintain programs’ stakeholder’s contacts and update it regularly
• Responsible for keeping records of all travel arrangements, including hotel accommodations, airline reservations, etc.
• Keep all records and documentation for winter clothing distribution
• Organize all the filing and e-filing of the office
• Track office supplies and prepare purchase orders for Program Coordinator when needed
• Maintain calendars and manage the schedules of staff – arrange, coordinate, and prioritize complex scheduling and logistics
• Arrange special meeting facilities (e.g. food, PC projector, etc.); send meeting confirmation emails; prepare and distribute meeting materials
• Provide telephone coverage to the office – take accurate messages and handle urgent calls with appropriate judgment
• Handle all incoming and outgoing mails
• Ability to work as part of a team and under tight deadlines
• Must be willing and able to work on flexible schedules on an as-needed basis, evenings and weekend work is required
• Maintain working relations with agency programs and partner agencies
• Provide accurate reporting for supervisor
• Actively participate in the professional development initiatives
• Must meet targets set by the Program Coordinator
• Acknowledge client needs with respect and empathy
• Perform any other related duties as required