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Executive Support and Administrator, Public Interest

Toronto, Ontario
Deadline July 17, 2015

Public Interest is a thriving community development and communications firm based in Toronto since 2002. We specialize in reaching out to diverse communities facing challenges and supporting their efforts to address priority issues. We work with communities to support organizing, planning and implementation of complex community-based initiatives. Our work includes community revitalization projects, community mobilization work, service planning and innovative environmental initiatives.

We are looking for a people-oriented team player with a friendly and professional attitude, who will support the day to day administration of our small office. This is a multi-tasking role where you will be responsible for implementing and maintaining administrative functions, assisting reception duties, assisting with finance and bookkeeping duties, and providing project team support in a professional, fast-paced, growing company. This is an entry level position ideal for a self-starter and independent learner.

Partner Support

  • Provide scheduling support for Partners, including booking and confirming appointments
  • Monitor and administer Partner emails
  • Manage incoming phone/email inquiries, direct and follow-up appropriately
  • Key liaison with internal and external contacts, managing correspondence and follow-up
  • Make travel, accommodation and other arrangements as required
  • Flagging/tracking issues that arise and monitoring resolution
  • Assist with time tracking for Partners
  • Assist Partners in organizing, prioritizing their functions as managers and leaders

Finance

  • Responsible for the administration of office finances, acting as the primary liaison with the contracted bookkeeper, providing regular support
  • Maintain office petty cash and monthly petty cash reconciliation and credit card reconciliation
  • Assist with coding payables, mailing payments, and managing client chargebacks
  • Track project billing schedules and prepare client invoices
  • Assist and work with the bookkeeper in preparing expense reports regularly, and as
  • requested by project managers and team leads
  • Assist accountant and bookkeeper with year-end procedures, as needed
  • Maintain electronic and hard-copy filing systems for financial documents

General Office Administration and Support

  • Provide intermittent back up for the Office Administrator in areas of reception, administration, information technology, communications, document management and other tasks as required
  • Prepare materials for meetings as required: proof, format, copy and collate documents
  • Assist in the maintenance of filing systems and archiving for both electronic and hard copy
  • files
  • Assist in proofing, formatting and laying out relevant documents; responsible for copying and collating reports

Other duties as assigned

Skills and Abilities

  • Exceptional organizational skills with the ability to prioritize, schedule and perform complex tasks with minimum supervision
  • Demonstrated ability to multi-task and work effectively in a fast paced, dynamic environment often under tight timelines
  • Resourceful problem-solver who takes initiative
  • Detail-oriented
  • Excellent verbal and written communication skills
  • Experience in administration in a small office environment
  • Strong interpersonal relationships and suited to working as part of a team
  • Able to demonstrate good judgment in interpersonal relations
  • Self-directed learner with the ability to learn quickly on the job
  • Demonstrated ability to share skills and knowledge with others

Details

Hours: 40 hours per week – 9:00 a.m. – 5:00 p.m. (Occasional evening and weekend work)

Reports to: Managing Director

Salary Range: $35,000 - $45,000, per annum plus benefits after 3 months commensurate with experience

Please send electronic applications to [email protected] by 5:00 pm on Friday, July 17th. Applications should include a letter of interest and resume with their submission.

Public Interest welcomes applications from all people and especially from those belonging to equity-seeking groups. Please self-disclose. We thank all applicants in advance for their interest. Only those candidates being interviewed will be contacted. We regret that we are unable to accept phone call inquiries regarding this posting or the status of applications.