Administrative Assistant - Masjid Toronto (CSJ)

The Muslim Association of Canada•Toronto, ON

2d•Onsite

About The Position

Masjid Toronto (CSJ) is seeking an Administrative Assistant to perform a variety of administrative, bookkeeping, and reception duties. This role involves managing daily operations, supporting staff, interacting with vendors and community members, and assisting with financial tasks and grant applications. The ideal candidate will be organized, detail-oriented, and possess strong communication and interpersonal skills.

Requirements

Proficient knowledge of office administration and bookkeeping procedures.
Familiarity with council and committee systems.
Ability to maintain a high level of accuracy and confidentiality, particularly regarding financial and employee files.
Excellent interpersonal and team-building skills.
Strong analytical and problem-solving abilities.
Decision-making skills with a strong attention to detail and accuracy.
Effective verbal and written communication skills.
High-level organizational and time management skills.
Proficiency in computer programs including spreadsheet and word processing software.
Ability to manage stress and adapt to changing environments.
Honest, trustworthy, and respectful with a strong sense of integrity.
Culturally aware and sensitive to diverse communities.
Flexible with the ability to adapt to changing work demands.
Demonstrates sound work ethics and professionalism.
Completion of office procedures coursework, combined with related administrative experience.

Responsibilities

Perform general secretarial duties including drafting and revising documents, managing correspondence, maintaining paper and digital files, making photocopies, sending faxes, and opening and following up on files.
Maintain the Centre’s calendar, prepare minutes, and manage various administrative tasks.
Contact vendors and service/maintenance personnel for troubleshooting and other related issues for the Centre.
Prepare the Masjid prayer calendar on a monthly basis.
Proofread and ensure timely printing and distribution of regular circulars to the community.
Follow up on rent payments in accordance with rental agreements.
Assist the Centre Manager with various administrative tasks.
Distribute bi-monthly pay stubs to regular and part-time staff from the head office.
Collect, account for, and deposit fees, donations, and other dues into the bank on a bi-monthly basis.
Receive invoices, verify accuracy, and prepare payments by cheque and mail.
Report monthly manual deposits and expenses to the finance department.
Set up and maintain a monthly database for direct debit and credit card donation collections.
Handle queries and provide necessary information to the head office and government agencies in a timely manner.
Prepare proposals for applicable grants before the deadline, including but not limited to Canada Day Celebrations, Summer Student Grants, etc.
Execute the proposal in alignment with the grant application.
Submit final reports to the Head Office for each grant received.
Maintain up-to-date sign-in/out sheets and visitor logs for the Centre.
Greet and assist visitors, ensuring a professional and welcoming atmosphere.
Order and maintain adequate washroom supplies for congregants.
Receive, screen, and transfer telephone calls and correspondence efficiently.