Overview
Administrative Assistant – Foundation Jobs in Toronto, Ontario, Canada at CAMH
Title: Administrative Assistant – Foundation
Company: CAMH
Location: Toronto, Ontario, Canada
Job Description
ADMINISTRATIVE ASSISTANT
Toronto / Full-Time, Permanent
This role involves remote/work-from-home arrangements with a requirement for a minimum of two (2) days per week working onsite and may be subject to change as the organization works through its hybrid workforce plan and/or changing needs of the Foundation. We care about our team and community and are aligned with CAMH’s health and safety practices.
About Camh Foundation
Hi! We’re Gina Daya, Chief Financial Officer, and Alain Mootoo, Chief Operating Officer. We have spent the last six and four years, respectively, with CAMH Foundation watching the company and the cause grow significantly. We are driven by working for a meaningful cause, with an exceptional team, and doing the jobs we love.
We believe the key to an excellent Administrative Assistant is not just the technical skills but the knowledge of the organization’s business, asking the right questions, listening to the answers and believing in the organization’s mission.
The Centre for Addiction and Mental Health (CAMH) is Canada’s largest mental health teaching hospital and one of the world’s leading research centres in its field. With a dedicated staff of more than 5,000 physicians, clinicians, researchers, educators, and support staff, CAMH offers outstanding clinical care to more than 38,000 patients each year. The organization conducts ground-breaking research, provides expert training to healthcare professionals and scientists, develops innovative health promotion and prevention strategies, and advocates on public policy issues at all levels of government.
CAMH Foundation is charged with raising and stewarding funds in support of CAMH. Its role is to help transform the way we understand and address mental illness by raising awareness and increasing engagement across the country. Generous and dedicated supporters help CAMH advance discovery and innovation, build spaces that promote recovery, and break down the stigma of mental illness.
The Finance team is responsible for the processing of donations and expenses, grant management, regulatory compliance, managing investments, establishing policies, procedures, and controls to ensure timely and accurate reporting of the financial results. The Operations team is responsible for ensuring the smooth administration and management of funds and implementing processes and systems to support the organization. As members of the team, we are committed to a positive and safe work environment where we support, listen and learn from each other and be accountable to our many key stakeholders.
Compensation And Benefits
Salary is competitive and based on experience, with a hiring range of $57,682.33 to $64,682.61, annually.
CAMH's Total Rewards includes participation in HOOPP defined benefit pension plan, extended health and dental benefits, paid vacation starting at four weeks, flexible work arrangements, and ongoing professional development support.
CAMH Foundation is an equal opportunity employer. We are committed to providing reasonable accommodations and will work with you to meet your needs. If you are a person with a disability and require assistance during the application process, please don’t hesitate to reach out! Please contact [email protected]. We celebrate our inclusive work environment and welcome members of all backgrounds and perspectives to apply.
Our north star is creating hope and improving outcomes for people facing mental illness. We work in respectful partnerships with each other and our hospital partners to inspire philanthropy and raise awareness in support of mental health.
Responsibilities
KEY RESPONSIBILITIES:
Appointment Scheduling and Correspondence
- Maintain CO’s schedules by booking appointments and scheduling meetings with both internal and external partners
- Ensure meeting materials are accurate and complete and are included in the meeting agendas and packages
- Schedule committee meetings, track attendance, set agendas and create minutes.
- Confirm guests and send reminders to members.
- Handle rescheduling and cancellations as needed.
- Respond to inquiries, concerns and messages on the COs’ behalf and coordinate communications to relevant internal and external stakeholders.
- Support broader leadership team in scheduling meetings across organization and external attendees.
Communication Management
- Respond to inquiries from internal and external stakeholders, providing information and assistance as required.
- Assist leadership with administrative tasks, such as organizing and maintaining office and network files, preparing documents, reports, and presentations.
- Maintain a professional and empathetic demeanor in all interactions.
- Compose and edit documents, sometimes on behalf of the COs, such as memos, letters, reports, certificates and contracts; prepare multimedia presentations.
Meeting and Event Coordination
- Schedule meetings, conferences, and appointments for COs and their leadership team.
- Prepare agendas and take meeting minutes when required.
- Plan, schedule and organize meetings/events, including booking meeting rooms, venues, organizing catering, purchasing gifts, etc.
File Management
- Input data into the Foundation’s computer systems and appropriate OneDrive folders accurately and efficiently.
- Generate and maintain various reports related to data and administrative tasks.
- Ensure data integrity and assist in quality assurance procedures.
- Report issues to and request services from internal (IT) and external (vendor, technical support) stakeholders, to support the operation of the department.
Administrative Support
- Manage incoming and outgoing correspondence, including emails and phone calls.
- Booking travel and accommodation.
Financial Support and Tracking
- Assist with procurement and finance activities including providing guidance on processes.
- Process invoices, payments, membership and subscription renewals, and corporate credit card and expense reimbursements.
- Keep financial records organized and up to date. Creating processes across the portfolio.
- Process, track and reconcile invoices and expense claims; Provide support in managing payroll of team members.
General Responsibilities
- Support and participate in risk management, donor confidentiality, and quality improvement of organization-wide activities.
- Perform work in accordance with applicable revisions of the Occupational Health and Safety Act and Regulations, professional standards and guidelines, and CAMH Foundation Policies and Procedures.
- Maintain a work environment that embraces diversity and is free of harassment and discrimination.
- Models the principles and values of integrity, competence, responsibility, respect and trust.
- Performs cross functional and other duties as assigned and/or requested.
Qualifications
WHAT YOU’LL BRING TO THE TEAM
- A minimum of 3 years or more of relevant work experience in operations, secretarial/administrative experience, or an equivalent combination of education and experience.
- Familiarity with good administrative practices.
- Strong organizational and time-management skills .
- Excellent communication and interpersonal skills, given the need to interact with senior leadership, donors, and groups across the Foundation and externally.
- Attention to detail and the ability to handle sensitive and confidential information.
- Proficiency in office software applications, including word processing, spreadsheet, and email software (e.g., Microsoft Office Suite).
- Demonstrated ability to prioritize work effectively and efficiently with minimal supervision.
- Superior interpersonal, planning, time management, organizational, problem-solving, and customer service skills.
- Ability to multi-task under pressure, deal with conflicting priorities, and coordinate projects to tight deadlines, with a high degree of accuracy and attention to detail.
- Strong writing and editing skills, including the ability to proofread documents, and write meeting summaries and other documents for both internal and external audiences.
- Demonstrated high degree of confidentiality, tact, and discretion in all situations.
- Proven skills and experience in the successful organization of events ranging from small to large scale.
- Financial skills and previous experience tracking expenditures and monitoring budgets.
- Demonstrated commitment to principles of equity, inclusivity, respect and social justice.
- Demonstrated success working within inter-professional teams and in partnership with groups such as service providers, people with lived experience, and decision-makers.
- The ability to work with stakeholders of diverse cultural and social backgrounds is necessary.
