Employment Type:Full Time, Permanent

Work Hours:35 hours per week

Salary:$46,903, annually (C4) plus comprehensive benefits

Location:87 Elm Street, Toronto, Ontario, M5G 0A8

Application Deadline:Monday, January 27, 2025

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YWCA Toronto strives to uphold anti-discrimination practices and anti-oppression principles to ensure that the rights of all individuals are respected and protected. We work to promote a climate that is welcoming of all women and individuals who identify as Trans, intersex, non-binary, agender, and/or Two-Spirit.We encourage applications from women and gender diverse people from all races, ethnic origins, religions, abilities and sexual orientations.

The Administrative Assistant is responsible for providing (1) administrative support to the Manager of Executive Office and Administration and (2) support to the Human Resources department in all HR functional areas including recruitment, labour relations, benefits administration, training and development and Human Resources Information Systems (HRIS).

About Ywca Toronto

YWCA Toronto is dedicated to improving the lives of women, girls and gender diverse people. Our programs promote equality, economic security and lives free from violence. We help women, youth and gender diverse people flee violence, secure housing, find jobs, establish their voices, enhance skills and develop confidence. We offer a range of housing options, employment and training programs, community support programs, girls’ programs and family programs. We also engage in systemic advocacy.

Key Responsibilities

HR Administrative Support

Maintains accurate and up to date HR filing/administrative systems and personnel records (both hard copy and electronic), including enrolment of new hires in HRIS and updates employee profile
Assists with the preparation and distribution of human resources correspondence (e. g., hiring letters, onboarding packages, step increase letters etc.)
Enrols, processes change and removes employees from benefit plans with the various insurance carriers and the Pension Plans
Ensures new hire staff are set up on ADP and training records/documents are submitted (e. g. AODA and Health and Safety Awareness training)
Supports association wide training initiatives such as room bookings and set up, photocopying of materials, enrollment/registration and other related support tasks
Any other duties/special projects as assigned by the Managers or Director

Executive Office Administrative Support

Administrative duties including typing correspondence, memos, minutes and reports and filing, photocopying, etc
Provides confidential administrative support to the Manager, CEO and other Directors, as required;
Prepares purchase orders and monitors the revenue and expenses of the Executive Office and Administration budgets;
Assists with the preparation of meetings (including Board Meetings and the Annual Members’ Meeting), including booking and room set up, material distribution, and ordering of refreshments;
Assists in providing administrative support for the Board of Directors and the Executive Committee of the Board including: preparing agendas, scheduling co-ordination and distributing relevant information and reports;
Provides backup support in the absence of the Office Co-ordinator (e. g. sorting and distributing incoming mail and faxes, processing the daily cash, processing the daily postage and providing front desk relief coverage for breaks and lunch);

Qualifications

Completion of a community college diploma in human resources or office administration
1-3 years directly related work experience in a human resources environment
Must have intermediate computer skills and a strong knowledge of Microsoft Word and Excel
Experience working with an HRIS an asset
Highly detail oriented with a focus on quality and accuracy
Ability to manage confidential information and deal with sensitive issues
Excellent interpersonal and communication skills
Excellent organizational and administrative skills
Ability to work under pressure in a fast-paced environment
Ability to work with a diverse stakeholders in a unionized environment

What We Offer:

Comprehensive Medical, Vision, and Dental Coverage
Life Insurance and Long-Term Disability Benefit
Registered Pension Plan: Employer’s contribution of 5.75%
Time off: Starts with 20 Vacation Days , 1.5 Days Per Month Sick Leave, 12 Paid Holidays, Health Promotional Days and 4 Float Days
Other Benefits: Child Care Benefits, Maternity/Parental Leave Supplementary Employment Benefits, Educational/Sabbatical Leave, and Financial Assistance for Professional Development

Please note: A vulnerable sector police reference check is required by the successful candidate prior to hiring. YWCA Toronto is a unionized workplace. Staff are represented by CUPE Local 2189. This position is not within the Bargaining Unit. Please indicate on your cover letter if you are an YWCA Toronto employee. For YWCA Toronto employees, this position is not secondable.

Posting Date: January 16, 2025

YWCA Toronto transforms lives. As the city’s largest multi-service women’s organization, we help women and gender diverse people escape violence, move out of poverty and access safe, affordable housing.

We work tenaciously to break down barriers that hold women and gender diverse people back from achieving equality.

Vaccination Policy: In accordance with YWCA Toronto’s COVID-19 Vaccination Policy, all YWCA Toronto employees, students and volunteers are strongly encouraged to obtain all COVID-19 vaccinations and booster doses as recommended by Toronto Public Health

Please note: A vulnerable sector police reference check is required by the successful candidate prior to hiring.

YWCA Toronto promotes the principles of anti-oppression and adheres to the tenets of the Ontario Human Rights Code. We encourage applications from women and gender diverse people of all races, ethnic origins, religions, abilities and sexual orientations.

YWCA Toronto provides accommodation during all parts of the hiring process, upon request, to applicants with disabilities. If contacted, please advise us if you require any accommodation. While we thank all candidates for their interest, only those selected for an interview will be contacted.

YWCA Toronto is a Scent-Sensitive Workplace.

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Administrative Assistant, Executive Office & Human Resources