Administrative Assistant - Senior Level - North York FHT (Toronto)

Position: Administrative Assistant - Senior Level (Job Posting ID: AAS02141) Allocation: 1.0 FTE Reports to: Executive Director (ED) POSITION SUMMARY The Administrative Assistant - Senior Level, as a valuable member of the North York Family Health Team (NYFHT), is responsible for providing high level administrative support to the NYFHT Board, Executive and Management Staff. KEY RESPONSIBILITIES
  • Accountable for calendar and document management, external meeting/travel arrangements, expense reporting, internal meeting agendas, minute taking and distribution, as well as drafting external and internal correspondence
  • Responsible for all of the Board coordination, minute taking, and preparation under the direction of the ED
  • Sitting in on all high level meetings as requested for the purposes of document management
  • Maintaining confidentiality and professionally interacting with employees, management, and the public
  • Anticipating issues and taking the appropriate action to ensure the most effective use of the ED’s time
  • Other responsibilities include:
    • Providing direct administrative and office management support to all members of the executive/management team, as directed
    • Coordinating logistics of executive/management team programs including meetings, seminars, workshops, special projects, and events
    • Reviewing all documents, reports and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary
    • Preparing draft reports and background documentation
    • Coordinating office activities
    • Troubleshooting and/or escalating office administration issues
    • Reviewing, evaluating and distributing priority correspondence for the Executive team
    • Assisting in the preparation and review of presentations
    • Presenting a positive professional image of the executive office to all visitors, suppliers, inquiries and other persons
    • Preparing invoices, reports, memos, letters, newsletters and other documents, using Microsoft office, spreadsheet, database, or presentation software
    • Designing and maintaining directory and other databases
    • Monitoring, screening, responding to and distributing incoming communications
    • Receiving and interacting with incoming visitors in a professional manner
    • Liaising with internal staff at all levels
    • Interacting with external office and agency staff
    • Reviewing office and organizational practices and implementing improvements where necessary
    • Orientating, supporting and training new staff
    • Assisting with ordering and maintaining inventory of office equipment and kitchen supplies
    • Arranging for repairs and maintenance of office equipment, when required
    • Performing office errands as needed
    • Other duties as required
QUALIFICATIONS
  • Minimum of three years of work-related experience in a proven high level administrative role
  • Post –secondary diploma in Business Administration or equivalent preferred
  • Ability to maintain a high degree of discretion, tact and diplomacy
  • Quality oriented with an eye for detail, can effectively management time, possesses strong planning and organization skills, and consistently demonstrates accountability and dependability
  • Ability to take initiative and work with minimal supervision
  • Strong working knowledge of personal computers and the Microsoft suite of software tools (i.e. Word, Excel, etc.)
  • Good working knowledge of electronic mail and scheduling software (i.e. Outlook)
  • Able to multi-task, self-regulate and problem solve
  • Able to exercise independent judgment and discretion in dealing with confidential matters.
  • Strong communication skills, both written and verbal
  • Ability to work in a highly organized manner where detail, accuracy, urgency and confidentiality are critical
  • Good interpersonal relationships and demonstrated ability to work in a team environment
OTHER
  • Car and valid driver’s license required.
If interested, please apply to the attention of Human Resources, quoting the Job Posting ID: AAS02141 by: Email: hr@nyfht.com, or Fax: 416-494-8525.  Please note only qualified candidates will be contacted. The North York Family Health Team is committed to equity in employment and encourages applications from all qualified candidates who reflect the diversity of our community, including men and women, aboriginal peoples, members of visible minorities and persons with disabilities. We seek to attract and retain individuals who will work together to create and sustain a vibrant, healthy, safe and caring community.  While all responses will be appreciated and handled in strictest confidence, only those being considered for interviews will be acknowledged.