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Administrative Coordinator for not-for-profit client, downtown Toronto.

Marberg Job Number: 2322.
Job Type: Temporary.
Initial Term:  August 12, 2024 to December 13, 2024, with possible extension.
Compensation: From $30 per hour to $35 per hour, with some flexibility according to experience.
Recommended Application Date: Immediately – please note that we are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.
Regular Work Hours:  7.0 hours per day not including 1 hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (35.0 work hours per week).
Work Location: 100% onsite at client’s downtown Toronto office for initial training period of 1 week, then transitioning to hybrid model with minimum of 2 days per week onsite.

Responsibilities Summary: 
Provide range of administrative support and coordinative services to professional team.

  • Provide general administrative support to Director, including but not limited to calendar management, documents and correspondence drafting and editing, briefings and other administration.
  • Organize and support online and in-person committee and board meetings. Draft and distribute meeting agendas and other supporting materials. Attend and minute meetings as required.
  • Prepare variety of correspondence and documents. Ensure compliance of all documents with established internal procedures, and formatting and approval protocols.
  • Prepare various briefs and files as requested, ensuring accuracy and completeness of information for analysis and review.
  • Maintain several databases by gathering, compiling, verifying and entering information according to established procedures.
  • Assisting in fund disbursement.
  • Assisting with large company events in the form of planning, organizing catering and sending invitations.
  • Provide basic systems and facilities administration services for the team, including minor technical support, referring matters to organization’s IT Services and Office Services divisions as needed. 
  • Additional administrative support responsibilities as required.

Qualifications:   
Education: Post secondary Degree or Diploma in Business Administration, Office Administration, or related field.
Preferred Work Experience:  Minimum of 5+ years of administrative coordination experience supporting a professional team.
Preferred Sector Experience: Not-for-profit sector, professional services firm or regulatory sector work experience preferred.

Technical and Language Skills Requirements: 

  • Advanced proficiency in Microsoft Office including Word, Excel, PowerPoint, Outlook (will be tested). 
  • Strong typing and keyboarding skills, with superior attention to detail (will be tested).
  • Strong English communication skills, both written and verbal, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax (will be tested), and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes:     

  • Punctual, responsible, and reliable.  Demonstrated record of professional conduct and character.
  • Pleasant and courteous.  Demonstrated commitment to client service and professional representation of the organization.  
  • Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
  • Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
  • Demonstrated ability to work well both independently and collaboratively, and liaise effectively with a wide and diverse range of internal and external stakeholders.

Additional Requirements:    

  • Should be available for both virtual and onsite interviews starting the week of July 22, 2024.
  • Must have demonstrated ability to successfully work both remotely and onsite, abiding by organization health and safety policies.
  • Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
  • Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
  • Provision of certification of AODA and OHSA online training course completion prior to assignment start.
  • Additional satisfactory Background Checks, Technical Skills Evaluations, and Employment References as required.

Application Notes:

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that for this position, Marberg Staffing only accepts applications through LinkedIn and marberg.com.

Candidates are only contacted via official phone call, email, or Linkedin message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians.  Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.

Job ID: 2322

Location: Canada Ontario Toronto

Category: Administrative

Salary: Hourly Rate

Hourly Rate: $30-$35

Responsibilities

Provide range of administrative support and coordinative services to professional team.

  • Provide general administrative support to Director, including but not limited to calendar management, documents and correspondence drafting and editing, briefings and other administration.
  • Organize and support online and in-person committee and board meetings. Draft and distribute meeting agendas and other supporting materials. Attend and minute meetings as required.
  • Prepare variety of correspondence and documents. Ensure compliance of all documents with established internal procedures, and formatting and approval protocols.
  • Prepare various briefs and files as requested, ensuring accuracy and completeness of information for analysis and review.
  • Maintain several databases by gathering, compiling, verifying and entering information according to established procedures.
  • Assisting in fund disbursement.
  • Assisting with large company events in the form of planning, organizing catering and sending invitations.
  • Provide basic systems and facilities administration services for the team, including minor technical support, referring matters to organization’s IT Services and Office Services divisions as needed. 
  • Additional administrative support responsibilities as required.


Qualifications

Education: Post secondary Degree or Diploma in Business Administration, Office Administration, or related field.
Preferred Work Experience:  Minimum of 5+ years of administrative coordination experience supporting a professional team.
Preferred Sector Experience: Not-for-profit sector, professional services firm or regulatory sector work experience preferred.

Technical and Language Skills Requirements: 

  • Advanced proficiency in Microsoft Office including Word, Excel, PowerPoint, Outlook (will be tested). 
  • Strong typing and keyboarding skills, with superior attention to detail (will be tested).
  • Strong English communication skills, both written and verbal, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax (will be tested), and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes:     

  • Punctual, responsible, and reliable.  Demonstrated record of professional conduct and character.
  • Pleasant and courteous.  Demonstrated commitment to client service and professional representation of the organization.  
  • Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
  • Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
  • Demonstrated ability to work well both independently and collaboratively, and liaise effectively with a wide and diverse range of internal and external stakeholders.

Number Of Positions 1

Pay Rate 30

Date Updated 07/18/2024

Status New

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