Office Administration Jobs

At Heart & Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke.

We believe in equity, diversity and inclusion ― it’s embedded in our values and core mission work to support all people in Canada to lead healthier lives. We are committed to applying this principle to cultivate a welcoming environment that embraces diversity among our employees. Candidates from diverse backgrounds, including but not limited to, Indigenous peoples, racialized communities, LGBTQ2IA+ communities, women, and people with disabilities are encouraged to apply.

To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, please

Who We Need

Reporting to the Senior Manager, Facilities, the Office Administrator is role is accountable for supporting general office administration tasks, and providing on-site facilities assistance and back-up to reception support, and ensuring a high level of support service to all internal and external foundation constituents at the Toronto office.

This role also reports to the Specialist, Fundraising Operations to support employees and volunteers through the volunteer engagement cycle and will also provide a broad range of support for the Volunteer Engagement programs which includes contributing to the development and implementation of national initiatives (e.g., National Volunteer Week).

At times, Tthis role will also support ad hoc administration projects or initiatives for the broader Fundraising Operations and Facilities team.

(Please note this is a 12 month 1 year contract and the his successful candidate must be able to role has to be available to work 5 days a week from the Toronto office at 2300 Yonge Street.) 

How You Will Make An Impact Every Day

Support On-site Facilities needs

• Maintain First Aid Kit
• Key and security card activation / de-activation, audit, distribution / collection as needed
• Furniture moves (when necessary) and Coordinate internal furniture/desk/layout moves as necessary 
• Boardroom and other meeting spaces setup support (where warranted)
• First point of contact for employees and guests requiring facilities support
• Maintain/replenish stock of PPE-related office supplies - sanitizer, wipes, supplemental masks, air purifier Hepa filter replacements
• Responsible for on-site storage rooms to ensure they are kept in an orderly fashion and are accessible to employees and volunteers as warranted
• Support and sometimes lead facilities needs such as being a liaison to property management and service providers (lights, electrical, plumbing, HVAC, carpet cleaning, security, locksmith) when the primary liaison is not available

Reception & Customer Service

• Provide reception coverage when the full-time receptionist is unavailable (vacation, wellness days, lunch breaks, etc.) which includes, but is not limited to:
• Monitor daily health screening process and reporting as required
• Receive in-person donations as per Gift Processing processes
• Act as Subject Matter Expert and manage the office desk booking system, including resolving conflicts and any reporting required.
• Sign-in visitors/volunteers, distribute and collect employee/volunteer and visitor security passes and maintain a log-outlining visitor/volunteer meeting location
• Greet in-person office visitors and alert appropriate colleagues of visitor arrivals

Administration

• Maintain office supply inventory (ordering, stocking, administration)
• Other ad-hoc administrative projects as assigned (customer service, data entry, inventory, etc.)
• Maintain kitchens & serveries, utensils, cups, coffee / water (supplies, admin, stocking)
• Daily mail, courier & delivery processing (shipping/receiving, administration)
• Facilities related administration
• Maintain the copier fleet (toner, servicing, administration)

Volunteer Engagement coordination

• Support employees through the Volunteer Engagement Cycle such as reviewing recruitment tools with new and/or inexperienced employees and searching the Foundation’s database
• Support the management of the Volunteer Constituency in the Foundation’s database including championing data accuracy
• Manage the Foundation’s volunteer in-box helping to ensure the inquiries of volunteers and applicants are responded to in a timely & professional manner
• Volunteer applicant management including introductory interviews with all applicants, adding applicants to the database, and stewardship
• Support project coordination and administrative needs of nation-wide volunteer recognition efforts (e.g., National Volunteer Week) such as helping to compile stories and data
• Leverage volunteers to accomplish goals and encourage other employees to do the same

What You Bring

Educational Requirements

• Post-Secondary education

Work Experience

• 1 years’ experience in project coordination
• 2+ years’ experience providing administrative support, reception or customer service
• 1-2 years’ experience in recruiting, supporting and/or working with volunteers within a professional office environment

Skills

• Experience working in a CRM database system would be an asset
• Conversational French language skills would be an asset
• Strong planning and organizational skills with emphasis on detail, and accuracy
• Customer service oriented
• Highly accountable - shows initiative and takes ownership of work
• Demonstrate initiative, critical thinking and good judgment
• Exemplary communication (written and verbal) skills with both internal and external stakeholders
• Highly personable and professional, a willingness to be cooperative, assist others and take on new responsibilities
• Excellent ability to problem solve, manage change and resolve conflict in a professional and collaborative manner
• Strong digital fluency including Microsoft suite computer and collaboration/AV tools
• Strong analytical and project coordination skills
• Team player, yet self-motivated and be comfortable working independently
• Intermediate experience and comfort working in Excel, knowledge of functions (such as: sum, average, vlookup, count)

What We Offer

In addition to a competitive salary, Heart & Stroke believes that time off is integral to the personal health and wellness of our employees.  We offer paid wellness days and personal days. In addition, we provide health, medical, dental and vision benefits.  Furthermore, our staff enjoy flexible hybrid working arrangements and support with reimbursement for mobile phones and home office set up.

Apply now

If you want to join the fight to beat heart disease and stroke while building an engaged and giving community, apply by May 51, 2023.

To learn more about our mission, our values and the difference Heart & Stroke makes in the lives of people in Canada at every age, please

H&S has a vaccination policy that requires all employees to be fully vaccinated unless they have a valid exemption. You can view our policy here:

We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require accommodation to participate in the recruitment and selection process, please advise and we will work with you. At this time, interviews are currently being conducted via phone or video call, so we look forward to ‘virtually’ meeting you!

Powered by JazzHR

GuyPTse3nm