Job Description

ADMINISTRATIVE ASSISTANT (Temporary - until June 2025)

The Ontario English Catholic Teachers' Association, representing 45,000 teachers in Ontario's publicly funded Catholic schools, invites applications for the temporary position of Administrative Assistant.

The successful candidate will work under the direction of the Manager of Operations. The position will provide general administrative support to all areas of the department: events, building management, production as well as purchasing and procurement.

In addition to regular duties, the successful candidate will have the ability to work effectively and professionally with internal and external parties such as suppliers, printers, conference venues, hotels, etc. They will have the judgment to discern what information may be shared with these individuals and how and when to maintain confidentiality. An understanding and willingness to perform overtime as the need arises for events. 

The individual will be reliable in their attendance and complete their assignments in a timely manner. They will have the initiative to work independently as well as in a team environment. They can complete, in advance, duties related to functions that occur cyclically. Due to the nature of the work of the Operations Department, they must have the ability to remain calm and focused while prioritizing multiple assignments, often under short deadlines.

Key Duties

General Administrative Support

• Composes and prepares correspondence and memoranda for signature, or under own name, to provide routine information to internal and external parties;
• Maintain efficient filing system for both physical and digital documents, ensure confidentiality and accessibility;
• Maintain and update Association contact lists, including unit presidents, award winners, and past presidents;
• Works with Information Technology on the maintenance of phone lines including the recording of the main voicemail greeting; and
• Other duties as required.

Supply and Inventory Management

• Requisitions, Purchase Orders, and Expenses:

o Working with our Finance Department to ensure all accounts payable are processed in a timely manner;

o Track, manage, and process expenses and other documents in support of operations;

o Keep accurate records of expenditures and ensure timely reimbursement.

• Vendor management for office equipment, supplies, and services:

o Assist in procurement and contracting process, managing invoicing and providing vendor management

support;

o Facilitate effective communication with vendors to ensure timely resolution of inquiries.

• Maintain office supplies, equipment, and inventory including organization of department storage areas.
• Liaise with couriers (Blizzard, Canada Post, Purolator, UPS).

General Office/Building Administration

• Act as a resource for internal and external contacts regarding administrative and operational office matters.
• Liaise with onsite building management to address facility-related issues, such as maintenance and access control, ensuring timely resolution.
• Oversee the upkeep and maintenance of kitchen appliances and equipment.

Events

• Assist with organizing the logistics for Association meetings, conferences, workshops and banquets including venue arrangements, invitations, gifts/certificates, name tags production, shipping, etc.;
• Tracks and maintains meeting supplies including remote office supplies, banners, flags, etc.;
• Supports the Year End Employee Christmas Raffle;
• Coordinate bulk mailing ex. Annual Christmas Card, AGM banquet and meeting invites mailing;
• Works with the Executive Administration department with material production including co-ordination of printing reports for the COP, AGM and PE Meetings;
• Co-ordinates AIDE requirements for meeting attendees;
• Creates and coordinates secret ballot voting at Council of Presidents;
• Assists with projections at the Council of Presidents; and
• Assists with registration

Required Skills:

• A minimum of three years recent senior administrative experience;
• Well-developed and current computer skills in the full Microsoft Office Suite, including Word, Excel, Outlook and PowerPoint;
• Ability to exercise excellent judgment while providing full administrative support to more than one senior staff member;
• Proven organizational skills to manage multiple assignments, work with multiple departments to meet short deadlines and long term planning;
• Excellent communication, organizational and interpersonal skills, demonstrating diplomacy, tact, and a professional manner;
• The ability to deal with difficult situations with empathy and patience; and
• Ability to work accurately and efficiently under pressure and with deadlines.

Desirable Skills:

• Microsoft Office Specialist (MOS) Certification in Word and/or Excel
• Knowledge of the hospitality industry
• Knowledge of and experience in event planning and execution

Term: ASAP to June 1, 2025

Category and Salary: Administrative Assistant - Level III

$73,393/year at 0 months experience

Interested parties should submit written applications with résumés confidentially to hr@catholicteachers.ca

SELF-IDENTIFICATION

The Ontario English Catholic Teachers’ Association is committed to employment equity and is actively seeking to ensure a representative workforce. Applicants with lived experience as an Indigenous person or a member of an equity-deserving group are encouraged to self-identify in their covering letter.

1. Do you self-identify as First Nations, Métis, and/or Inuit?
2. Do you self-identify as a member of a Black community or racialized community?
3. Do you self-identify as a person living with a disability?
4. Do you self-identify as a woman, man or as gender diverse?
5. Do you self-identify as 2SLGBTQIA+ (Two-Spirit, Lesbian, Gay, Bisexual, Transgender, Queer, Intersex, Asexual)?

In accordance with the Accessibility for Ontarians with Disabilities Act and all other applicable legislation, The Ontario English Catholic Teachers’ Association is pleased to accommodate individual needs for applicants with disabilities within the recruitment process. Please let us know if you require an accommodation to ensure your equal participation in the recruitment and selection process.

We appreciate the interest of all applicants, however, only those selected for an interview will be contacted.

Job Tags

Similar Jobs