Museum of Toronto Job Board
Administrative Assistant
Description
Museum of Toronto is a not-for-profit charitable organization founded in 2014. It connects Torontonians to the city and to each other. For over a decade, we have defined how Toronto communities tell, share, and learn about our unique and ever-evolving city through our histories and aspirations for the future.
The Museum is seeking an Administrative Assistant to provide comprehensive support to the CEO, Leadership Team and Board of Directors. You will provide project related and administrative support on a range from general to program-related coordination and support tasks. As an integral member of the team, you will also work with fellow staff to ensure deadlines are met, tasks are on track, and the overall objectives of the leadership team are achieved. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
Responsibilities:
- Provide support to the CEO, from calendar management to scheduling meetings and meeting prep, working closely to keep them well-informed of upcoming commitments and responsibilities, as well as follow up.
- Coordinate domestic and international travel arrangements and itineraries and offsite meetings including itineraries, flight reservations, and hotel accommodation
- Work closely with the CEO and Leadership Team in the preparation and organization of initiatives related to organization and assembly. of board presentations, annual reports, annual audits, external presentations and reports
- Maintain confidential records, current files, and company forms for office use
- Prepare letters, contracts, reports, correspondence, meeting minutes, presentations, and schedules and maintain accurate and up-to-date records.
- Act as point of contact for volunteer Board of Directors and its various committees, maintaining up-to-date board policies and managing/preparing board documents and minuting full board and committee meetings.
- Provide finance admin support, from reviewing invoices for payment and ensuring timely payment of bills to assisting with the preparation of monthly and quarterly financial reports.
- Support the CEO and Leadership team in administering the team’s annual performance reviews.
Qualifications:
- Minimum two years related experience in an administrative role with a degree/diploma in a related field. Museum studies training an asset
- Excellent communication skills both oral and written, exceptionally organized with a capacity to effectively prioritize workflow
- Strong analytic skills to summarize reports, review and prepare documents
- Proven ability to work independently and as part of a team
- Ability to multi‐task and meet multiple and/or unexpected deadlines in a demanding environment
- Professional manner and positive attitude
Conditions of Employment
This is a full-time, hybrid position. Occasional evening work can be anticipated in relation to Museum events, with a time-in-lieu system in place. Following a three-month probationary period, employees receive a health and dental benefits program.
The Museum of Toronto is an equal opportunity employer and encourages applications from qualified candidates from visible and invisible minority group members, women, Indigenous persons, persons with disabilities, persons across the spectrum of sexual orientation and gender identities and others with the skills and knowledge to productively engage with diverse communities. We are committed to hiring on merit and to removing barriers in employment policies. Reasonable accommodation for disabilities will be provided, on request, to support applicant’s participation in all aspects of the recruitment and selection process.
How to Apply
To apply, candidates should submit a letter of interest and CV in one PDF document. Please reference “Administrative Assistant” in the subject line.
Applications will be reviewed on a rolling basis until the position is filled. The hiring process will involve a 30-minute screening call, followed by at least one in-person interview. A reference check will precede any offer of employment. We thank all applicants for their interest; however, only those selected for an interview will be contacted.
For further information on the Museum of Toronto, please refer to our website: www.museumoftoronto.com.
Compensation
$50,000.00 - $55,000.00 per year