Administrative Assistant

Toronto and Region Conservation Authority (TRCA) • Vaughan, ON

9d • CA$34 - CA$39 • Onsite

About The Position

The Administrative Assistant at the Kortright Centre for Conservation is responsible for providing a broad range of administrative, customer service and general office support to their designated team(s)/division. This position provides excellent customer service at the front desk by greeting and answering inquiries of visitors to the park.

Requirements

• Completion of college diploma in Business Administration or a related field
• First Aid and CPR level C
• Vulnerable sector screening
• 2+ years of experience providing administrative, clerical, records and project support
• Excellent organization skills; both in-office and virtual files/share office spaces
• Ability to handle support of a division; strong teamwork and relationship-building skills to work with a group dynamic
• Ability to prioritize and take action on the needs of both internal and external customers
• Able to comprehend written documentation and procedural guidelines; skilled in writing clear correspondence (concise, logical, grammatically correct)
• Ability to communicate effectively with tact and courtesy with the public in a client service environment.
• Able to self-manage workload and prioritize tasks as an ongoing challenge in a frequently fluctuating workload and multiple deadlines
• Proficiency in MS Office suite including online software such as MS teams, WebEx, and SharePoint
• Strong interpersonal skills and demonstrated ability to work effectively independently and as a team member
• Ability to perform tasks in a busy, noisy and public facing environment.

Responsibilities

• Welcome guests, handle front desk reception, answer questions, check-in groups, coordinate venue spaces and provide general park and program information to park visitors.
• Provides administrative support to Senior Managers/Associate Directors which includes but is not limited to photocopying, minute taking, memo/documentation creation, committee support, presentation and report development and maintaining an effective filing system.
• Ensures the timely processing of accounts payable invoices, purchase orders, cheque requisitions, distribution of payments and the maintaining of program budgets and financial records.
• Prepares daily sales reports, participant reports, budget status reports and provides support with financial audits.
• Process visitor payments, program payments, membership payments and make required deposits.
• Provide procurement support to teams.
• On an ongoing basis, ensures team materials and documentation, including TRCA’s intranet and internet site, are up to date and reflective of current staffing, programming, and operations.
• Consistently exercise discretion in handling correspondence, information and all matters of confidentiality; raise issues where appropriate.
• Schedules and organizes meetings.
• Orders and maintains supplies, office equipment, publications, safety materials etc. for their designated team/division.
• Provides reception relief and support.

Benefits

• Comprehensive compensation and benefits program (including Defined Benefit Pension Plan – OMERS/OTPP)
• Pregnancy & Parental Leave Top-Up Program
• Unique TRCA Perks
• Potential for career growth and advancement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree