Administrative Assistant

Position Details:

Current Rate of Pay: Min = $31.89/hr, Max = $36.96/hr

Employment type: Temporary Contract

Duration of employment: 15 months

Hours of work: 35 hrs/week

Work location: Head Office

Division: CEO’s Office

Business unit: Government and Community Relations

Travel: 5%

Remote Work: Hybrid

About TRCA:

With more than 60 years of experience, Toronto and Region Conservation Authority (TRCA) is one of 36 Conservation Authorities in Ontario, created to safeguard and enhance the health and well-being of watershed communities through the protection and restoration of the natural environment and the ecological services the environment provides.

TRCA is considered the provincial leader in conserving, restoring, and managing natural resources to advance safe and sustainable development.

To apply to this posting, click on the “Apply” icon. Please submit your resume and cover letter in one PDF or Word file prior to 11:59 pm on November 7, 2024.

How you will contribute as part of the TRCA team:

The Administrative Assistant is responsible for providing a broad range of administrative, customer service and general office support to their designated team(s)/division.

Major Responsibilities:

• Provides administrative support to Senior Managers which includes but is not limited to, minute taking, memo/documentation creation, committee support, photocopying,  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
• 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
• Supports and interacts with multi-stakeholder advisory committee members
• Consistently exercise discretion in handling correspondence, information and all matters of confidentiality; raise issues where appropriate
• Keep others in the immediate team informed and up-to-date about the status/progress of projects, and all relevant or useful information related to day-to-day activities
• Schedules and organizes meetings
• Orders and maintains supplies, office equipment, publications, safety materials etc. for their designated team/division
• Provides reception relief and support

• Provides operational support with respect to Office Services, including ingoing/outgoing of mail/delivery/courier services

What will you need to succeed:

Education (degree/diploma/certifications/licenses)

• Completion of college diploma in Business Administration or a related field

Experience

• 2+ years of experience providing administrative, clerical, records and project support

Knowledge/Skill/Ability – Competencies

• 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
• 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

What TRCA has to offer you:

As part of a progressive team you will have the opportunity to make a positive impact to preserving and protecting nature, while maintaining a balance between the natural environment and built environment. Working with experts within our field, you will join a team of colleagues that are committed to TRCA’s core values by demonstrating the following behaviours; integrity, collaboration, accountability, respect, and excellence (icare). 

You will be part of a diverse and inclusive organization that:

• Makes a positive difference in the communities we serve.
• Fosters high performance and collaborative teams.
• Provides continuous learning and development opportunities.
• Offers a comprehensive compensation and benefits program (including Defined Benefit Pension Plan – OMERS/OTPP).
• Pregnancy & Parental Leave Top-Up Program.
• Provides unique TRCA Perks.
• Provides flexible work arrangements.
• Offers potential for career growth and advancement.

While the Toronto and Region Conservation Authority (TRCA) thanks all applicants for their interest, only those under consideration will be contacted for interviews. Please be advised that successful incumbent(s) may be required to undergo a vulnerable sector screening and/or driver’s abstract check as a part of the final step in the hiring process.

TRCA is an equal opportunity employer. We embrace diversity and are committed to creating an inclusive workplace. Our goal is to attract, develop and retain highly talented employees from diverse backgrounds, allowing us to benefit from a wide variety of experiences and perspectives. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and TRCA Policies, accommodation will be provided at any point throughout the hiring process, provided the candidate makes their accommodation needs known to the TRCA. We welcome applications from all qualified persons.

Personal information you provide through the TRCA recruitment, selection, and onboarding process is collected under the authority of the Conservation Authorities Act, R.S.O. 1990, c. C.27. Collection of this personal information is necessary for the proper administration of this recruitment process for employment and volunteer positions with TRCA. Personal information is protected from disclosure pursuant to the Municipal Freedom of Information and Protection of Privacy Act.  Any questions regarding this collection activity should be directed to the Manager of Records and Information, 101 Exchange Avenue, Vaughan, Ontario, L4K 5R6, (437) 880 2308.