Administrative Assistant, Toronto Holocaust Museum

About The Toronto Holocaust Museum

The new Toronto Holocaust Museum opens in the Sheff Family Building on the Sherman Campus in June 2023. At the THM, we believe that high impact Holocaust education is relevant to the world we live in today and can inspire discussion and behavioral change around contemporary antisemitism and all forms of hate. This is an opportunity to work in a brand-new state-of-the-art institution and the first Holocaust Museum in Canada designed for the post-survivor period. 

About UJA Federation Of Greater Toronto

At UJA Federation of Greater Toronto, our vision is to lead the most vibrant Jewish community in North America - a community characterized by its diversity, unity, compassion, generosity and commitment to Jewish values. Together with our philanthropic, volunteer and professional leadership,  we are changing lives . As one of North America’s leading Jewish non-profits, UJA Federation of Greater Toronto works to preserve and strengthen the quality of Jewish life in Greater Toronto, Canada, Israel and around the world. 

About The Opportunity

The Toronto Holocaust Museum is seeking an Administrative Assistant responsible for ensuring the efficient operation of the department through coordination with the broader THM team, other UJA departments, external partners, and lay leaders.

This will include (but is not limited to):

• Event support and administration
• When necessary, provide support to school visit program
• Manage procurement of office and event supplies
• Oversee visitor feedback comment book
• Field formal and informal inquiries (including ticketing) and complaints from external sources and facilitate the process by referring the complaint per THM protocol
• Coordinate the collection of data from visitors
• Provide administrative support including screening phone calls, scheduling meetings, and appointments
• Provide project coordination for key initiatives
• Manage the financial administration (invoices, payment requisitions, budget tracking, ticket revenue)
• Schedule travel and logistics for staff and program participants
• Customer service support for ticketing and other user inquiries
• Participate in development of agendas for council meetings, meeting minutes, and distribution

Qualifications:

• This is a full-time permanent position. Union Level A. At UJA we support a flexible work schedule and all of our employees engage in hybrid work. Engagement and connection are key to supporting the best employee experience and we want to ensure that this puts balance and well-being at the forefront of our approach to ways of working. In addition to a rich time off policy, UJA’s offices are closed on all Jewish holy days (yom tov) and we support early office closures to observe the Jewish Sabbath (Shabbat).
• Exceptional organization and decision-making skills
• Strong initiative, problem-solving skills, and sound judgement are required to effectively coordinate and maintain activities, make informed decisions, and address complex situations
• Ability to work with budgets and other financial data
• Demonstrated ability to manage sensitive issues with the highest degree of confidentiality and discretion
• Must be proactive, able to work independently as well as part of a team
• Knowledge of computer programs (Word, Outlook, Excel, PowerPoint) with ability to learn new programs
• Minimum of 3-5 years’ experience in an office environment
• Experience in project coordination and ability to anticipate logistical and administrative needs
• Excellent communication (verbal and written) and interpersonal skills
• Ability to work in a fast-paced environment, supporting multiple stakeholders, in a calm and professional manner
• A post-secondary degree

We look forward to connecting with you to understanding what you can bring to the UJA team and how we can support your career goals. Qualified applicants are invited to submit a cover letter and resume quoting REF# AA-THM-690 to:

Commitment to Inclusion and Accessibility:

UJA Federation supports a diverse candidate and employment experience. We are proud of our dynamic professional team, which reflects the diversity of the Jewish community and general community alike in Greater Toronto. We are an equal opportunity employer and welcome applicants from all communities. We encourage you to follow us to get regular updates on open roles. We are committed to creating an inclusive and accessible workplace and believe this is essential to ensure that every member of our team can thrive.

We adhere to barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please notify us and we will work with you to meet your needs.