Administrative Assistant, Executive Office & Human Resources

at  YWCA Toronto

Employment Type: Full Time, Permanent
Work Hours: 35 hours per week
Salary: $46,903, annually (C4) plus comprehensive benefits
Location: 87 Elm Street, Toronto, Ontario, M5G 0A8
Application Deadline: Monday, January 27, 2025

QUALIFICATIONS

• Completion of a community college diploma in human resources or office administration
• 1-3 years directly related work experience in a human resources environment
• Must have intermediate computer skills and a strong knowledge of Microsoft Word and Excel
• Experience working with an HRIS an asset
• Highly detail oriented with a focus on quality and accuracy
• Ability to manage confidential information and deal with sensitive issues
• Excellent interpersonal and communication skills
• Excellent organizational and administrative skills
• Ability to work under pressure in a fast-paced environment
• Ability to work with a diverse stakeholders in a unionized environment

What We Offer:

• Comprehensive Medical, Vision, and Dental Coverage
• Life Insurance and Long-Term Disability Benefit
• Registered Pension Plan: Employer’s contribution of 5.75%
• Time off: Starts with 20 Vacation Days , 1.5 Days Per Month Sick Leave, 12 Paid Holidays, Health Promotional Days and 4 Float Days
• Other Benefits: Child Care Benefits, Maternity/Parental Leave Supplementary Employment Benefits, Educational/Sabbatical Leave, and Financial Assistance for Professional Development

Please note: A vulnerable sector police reference check is required by the successful candidate prior to hiring. YWCA Toronto is a unionized workplace. Staff are represented by CUPE Local 2189. This position is not within the Bargaining Unit. Please indicate on your cover letter if you are an YWCA Toronto employee. For YWCA Toronto employees, this position is not secondable.
Posting Date: January 16, 2025
YWCA Toronto transforms lives. As the city’s largest multi-service women’s organization, we help women and gender diverse people escape violence, move out of poverty and access safe, affordable housing.
We work tenaciously to break down barriers that hold women and gender diverse people back from achieving equality.
Vaccination Policy: In accordance with YWCA Toronto’s COVID-19 Vaccination Policy, all YWCA Toronto employees, students and volunteers are strongly encouraged to obtain all COVID-19 vaccinations and booster doses as recommended by Toronto Public Health
Please note: A vulnerable sector police reference check is required by the successful candidate prior to hiring.
YWCA Toronto promotes the principles of anti-oppression and adheres to the tenets of the Ontario Human Rights Code. We encourage applications from women and gender diverse people of all races, ethnic origins, religions, abilities and sexual orientations.
YWCA Toronto provides accommodation during all parts of the hiring process, upon request, to applicants with disabilities. If contacted, please advise us if you require any accommodation. While we thank all candidates for their interest, only those selected for an interview will be contacted.
YWCA Toronto is a Scent-Sensitive Workplace.
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HR Administrative Support

• Maintains accurate and up to date HR filing/administrative systems and personnel records (both hard copy and electronic), including enrolment of new hires in HRIS and updates employee profile
• Assists with the preparation and distribution of human resources correspondence (e. g., hiring letters, onboarding packages, step increase letters etc.)
• Enrols, processes change and removes employees from benefit plans with the various insurance carriers and the Pension Plans
• Ensures new hire staff are set up on ADP and training records/documents are submitted (e. g. AODA and Health and Safety Awareness training)
• Supports association wide training initiatives such as room bookings and set up, photocopying of materials, enrollment/registration and other related support tasks
• Any other duties/special projects as assigned by the Managers or Director

Executive Office Administrative Support

• Administrative duties including typing correspondence, memos, minutes and reports and filing, photocopying, etc.
• Provides confidential administrative support to the Manager, CEO and other Directors, as required;
• Prepares purchase orders and monitors the revenue and expenses of the Executive Office and Administration budgets;
• Assists with the preparation of meetings (including Board Meetings and the Annual Members’ Meeting), including booking and room set up, material distribution, and ordering of refreshments;
• Assists in providing administrative support for the Board of Directors and the Executive Committee of the Board including: preparing agendas, scheduling co-ordination and distributing relevant information and reports;
• Provides backup support in the absence of the Office Co-ordinator (e. g. sorting and distributing incoming mail and faxes, processing the daily cash, processing the daily postage and providing front desk relief coverage for breaks and lunch);