Administrative Assistant

  • Toronto, ON
  • Permanent
  • Full-time
  • 1 month ago
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 administrative support to the CEO, from calendar management to scheduling meetings and working closely to keep them well-informed of upcoming commitments and responsibilities, as well as follow up.
  • Act as point of contact for volunteer board members and its various committees, maintaining up-to-date board policies and managing/preparing board documents
  • Coordinate domestic and international travel arrangements and itineraries and offsite meetings including itineraries, flight reservations, and hotel accommodation
  • Work closely with the CEO in the preparation and organization of initiatives related to editing, assembly, shipping and tracking, organization of board presentations, consultant liaison, project follow‐up, organization, etc.
  • 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.
  • Provide admin support for bookkeeper, 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.

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