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26 Apr 2022

Full-Time Administrative Assistant – 3 Month Contract

FriendsofRuby Toronto, Ontario, Canada

Job Description

*Note: This position is a 3-month contract with the opportunity to extend.

Friends of Ruby 

Friends of Ruby is dedicated to the journey and well-being of LGBTQI2S youth through a unique combination of integrated and tailored services in mental health, social support, and housing. We are committed to creating welcoming and safer spaces uniquely designed to help build community, emotional well-being, and confidence.

We distinguish ourselves by delivering an integrated transitional housing model to support youth towards independent living, impactful counselling modalities and therapeutical groups, social activities and practical supports that address multiple aspects of a youth’s life (e.g., health, education, employment).

Our services and programs are informed by LGBTQI2S youth, grounded in evidence and research, and led and facilitated by LGBTQI2S individuals. Our staff reflects the diversity of the youth we serve and are skilled in supporting youth towards independence and well-being. Ultimately, we want to help create a Canada where all LGBTQI2S youth are validated, included, and empowered to lead healthier lives.

Position Summary 
Reporting to the Director of Finance & Business Operations, the Administrative Assistant is an integral component of Friends of Ruby`s day-to-day operations by providing administrative support to the Leadership Team and reception duties at our transitional home.

This role will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The successful candidate will be responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, greet visitors at the front desk, answer the phone and the general email, receive and sort mail and ensure COVID-19 safety protocols are being followed.

We’re looking for an energetic person who enjoys wearing multiple hats, helping others, is very organized, detailed oriented, flexible and enjoys the administrative challenges of supporting a growing and fast-paced organization.

Duties and Responsibilities 

  • Reception duties at the front desk to greet residents, participants, staff, and visitors while entering their arrivals into our Data Management System, use the COVID 19 screening tool, answer the phone and general email inbox, sort and distribute daily mail/deliveries.
  • Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges) and monitoring security cameras and location access throughout space.
  • Perform administrative and clerical duties such as filing, photocopying, printing, ordering supplies and keeping inventory of stock.
  • Help maintain a safe, welcoming, organized, and calming space; performing light housekeeping and maintenance tasks to ensure a clean and healthy environment.
  • Coordinate logistics for meetings and events, including booking locations, scheduling Zoom meetings, arranging coffee and food service, setting up the space and cleaning afterwards as necessary.
  • Provide schedule management for the Executive Director and management team.
  • Maintain and update staff directories and email distribution lists and other relevant databases.
  • Maintain and update inventory of all staff assets, equipment, pass cards, keys etc.
  • Facilitate onboarding and off boarding for new and departing staff including physical set up of email, computers access, assignment of keys and all other items on onboarding and off boarding checklist.
  • Material preparation for meetings including but not limited to agenda, meeting minutes, printout, catering services, scheduling.
  • Organization’s online and in-person events and activities coordination.
  • Address all matters relating to equipment and facilities, including maintenance, cleaning & repairs, etc., and liaise with appropriate vendors as required.
  • Maintain office supplies inventory, arrange servicing of office equipment as necessary, and ensure the office and the transitional house are kept clean and well-organized.
  • Organize filing systems and documents on site and in SharePoint.
  • Drafting correspondence, editing reports, creating professional and polished presentations, proactively
  • Coordinate the delivery of assets, equipment, and materials from various locations.
  • Manages and schedules daily appointments, interviews, events, and business-related activities; arranges meetings and business travel.
  • Follow up on outstanding maintenance requests.
  • Provide support to the Executive Director and management team on other admin tasks, as necessary.
  • Support daily activities and workshops at the house by facilitating, promoting and tracking them.

We’re Passionate About Finding Someone Who… 

  • Is a self-starter who can take ownership of all office and admin operations.
  • Is enrolled or graduated from diploma in office administration or a related field, or equivalent work experience.
  • Has experience in administration support role, handling management schedules and administrative needs, taking minutes at meetings and handling required follow up activities.
  • Has experience in developing and implementing administrative work procedures and systems.
  • Has experience in planning and organizing appointments, meetings, interviews, conferences, and special events.
  • Is comfortable with technology and proficient in Microsoft Office 365.
  • Has experience putting presentations together is an asset.
  • Has knowledge and experience with office equipment such as photocopiers, telephone systems, email and fax machines.
  • Has great communication and interpersonal skills and is always willing to go the extra mile so that staff, visitors, and members of the public feel welcome.
  • Is a team player willing to jump in and assist with a variety of duties as needed.
  • A strong planner, able to anticipate the needs of the Executive Director and management team.
  • Is highly organized, detail oriented and a good problem solver, who can quickly prioritize and respond to new and unexpected issues or tasks, is resourceful, flexible, adaptable, and possesses a high degree of common sense and initiative.
  • Professional and/or personal experience within the LGBTQI2S community is desirable.

Additional Requirements 

  • Ability to work 10:00 AM – 6:00 PM
  • Satisfactory clearance under the Vulnerable Sector Police Check Program.
  • Must be qualified to legally work in Canada and be aged between 15 and 30.
  • Ability to both work from home and at our offices located in Downtown Toronto.
  • Ability to facilitate, promote and support activities and workshops at the transitional home.
  • Ability to travel to other community-based settings as needed.

COVID-19 Protocols 

Friends of Ruby believes that immunization against COVID-19 is an individual and societal responsibility and that we must do everything possible to protect our clients, families, employees, students, volunteers and contractors against the spread of COVID-19. As a condition of employment, proof of full vaccination or exemption under the Ontario Human Rights Code must be submitted to Human Resources seven (7) calendar days prior to start date.

Hiring Policy / Statement on Equity and Diversity  

Friends of Ruby recognize that a diverse workforce is critical to accomplishing our mission. Our goal is to attract and develop students from diverse backgrounds allowing us to benefit from a wide variety of experiences and perspectives.

We are committed to ensuring that members of traditionally marginalized groups, from a broad range of communities, feel empowered to apply for positions within the organization. We strongly encourage applications from the LGBTQI2S and BIPOC communities, and diverse backgrounds that meet the requirements of the job posting. We suggest applicants introduce themselves, their stories and lived experiences in their cover letter to their level of comfort.

How to Apply

Please apply with your cover letter and resume at this link: https://friendsofruby.bamboohr.com/jobs/view.php?id=59 How to Apply  Interested and qualified students are invited to submit their resume and cover letter. In your cover letter, please tell us why you want to work at Friends of Ruby and outline how your experiences will position you for success in this role. We thank all candidates for their interest. We regret that only those selected for an interview will be contacted.

Job Types: Full-Time.

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