Job Posting 101543

Administrative Specialist
Operation Smile Canada
Toronto Metro area
375 University Avenue, Suite 204, Toronto, Ontario M5G 2J5
closed 2 days ago (Tue, 11 Jun)
full time  •  $55,000-$75,000

EMPLOYMENT OPPORTUNITY

Administrative Specialist

Location: Toronto, ON

Date Issued: May 22, 2024

Do you have a passion for working with people and providing them with the highest level of service with
integrity? Do you strive to meet and exceed expectations every day in every way? The ideal candidate
for this position is confident, has a strong ability to multitask, a keen eye for detail, and has a can-do
attitude. You thrive in fast-paced working environments where you juggle dozens of balls in the air at
the same time while providing a high-level of service and accuracy. You are a master at anticipating
needs and delivering results. You do what it takes to get the job done well while making a positive
impact. And you are compassionate, resilient and love to smile!

OPERATION SMILE
We are a volunteer-delivered global medical charity that provides free, safe surgery and comprehensive
care to patients with cleft lip and palate in 35 countries around the world. Operation Smile Canada
raises funds from our donor partners who want to directly impact the lives of children living with cleft
conditions and other facial differences. Our partners are as committed as we are to a world where
health and dignity are improved through safe surgery and complete care.


We have a plan for the next decade to increase access to cleft and essential surgical care for one
million patients living in low- and middle-income countries. Achieving this goal requires more people
caring for more patients in more places. It also requires us to broaden the awareness of our great
brand and raise more funds through our diverse fundraising programs.


Operation Smile Canada (OSC) is dedicated to recruiting and retaining a qualified workforce. By valuing
diversity, OSC commits to hiring practices that are fair, equitable and accessible and will always hire the
most qualified candidate for a position. We will ensure the search and hiring process is fair and
impartial, so the appropriate qualifications of each candidate are the only criteria upon which a hiring
decision is made.

You can learn more about Operation Smile Canada by visiting: www.operationsmile.ca.

THE ROLE
As a member of the Operation Smile Canada team, in achieving our vision and mission, working
alongside the Chief Executive Officer (CEO), primarily, and the VP, Talent & Culture, this administrative
professional will assist by providing a high level of service and support in this dynamic role. The
Administrative Specialist plays an integral role supporting the CEO and other members of the
Strategic Leadership Team (SLT). This is a full-time permanent position that works primarily from the
Operation Smile Canada office in Toronto, with opportunities for hybrid work.

KEY FUNCTIONS AND ACCOUNTABILITIES
The Administrative Specialist is responsible for, but not limited to, the following:

Executive & Board:
• Managing professional scheduling for the CEO, and SLT (as required), including meetings,
  travel arrangements and travel-related activities including hotel booking, transportation, etc.
• Performing administrative assistance such as email, calendar management,
  paperwork maintenance & filing.
• Acting as a liaison and providing administrative assistance to the Board of Directors.
• Arranging and handling all logistics for Board meetings and events: schedule meetings; draft
  agendas; develop, compile, and distribute presentation materials; and record meeting minutes
  on behalf of the Secretary of the Board.
• Supporting all logistics for Strategic Leadership Team meetings, events, activities:
  draft agendas; developing, compiling, and distributing presentation materials; and
  recording meeting minutes.
• Assisting with recording action notes and other pertinent information in RE NXT
  database.
• Reconciling monthly organizational credit cards for CEO & some SLT members. Records and
  submits monthly expenses for Team.
• Providing and/or facilitating tech support to the CEO & SLT as needed.
• Assembling and shipping mailings & packages for HR and SLT needs.

Human Resources:
• Assisting the VP, Talent & Culture with staff recruitment (i.e., posting job opportunities both
  internally and externally, organizing applications, scheduling interviews, conducting phone
  screens, onboarding tasks, etc.).
• Collecting employment and tax information and preparing new employee files.
• Facilitating the background and reference checks process.
• Providing input and assisting with employee engagement initiatives.
• Coordinating administrative tasks around milestone events and annual performance reviews.
• Monitoring and addressing inquiries in the Careers inbox and ensuring content is up to date on the
  careers page of our website.
• Providing input and assisting with updating policies, procedures, handbooks, etc., along with the
  development of new resources, tools, and materials, as needed.
• Providing Payroll assistance to the VP, Finance & Program Compliance, as needed.

Other:
• Reviewing and proofing documents, as needed.
• Provide support to the Joint Health & Safety Committee.
• Supporting the Donor Care team by answering external donor calls during higher call volumes.
• Assisting the Talent & Culture team and will be the back-up to team members, as needed.
• Other duties as assigned.

DESIRED QUALIFICATIONS AND REQUIRED SKILLS
• High proficiency in all administrative functions.
• Post-secondary diploma or degree in a related field and at least three years of administrative
  experience supporting strategic leadership teams.
• A combination of experience and education will be considered.
• Experience in customer service and event coordination is an asset.
• Advanced computer skills a variety of software applications including Microsoft 365 (Outlook, Word,
  Excel, PowerPoint, Teams, SharePoint), Zoom & Canva preferred.
• Experience with database systems is an asset.
• Interest and appreciation of Operation Smile Canada’s core mission and ability to communicate that
  mission across different platforms and audiences.
• Is an ambassador, in the workplace and community, and embodies the core values of our
  organization – Compassion, Integrity, Resilience & Impact.

Characteristics/Skills:
• Exceptional customer service and organization skills.
• Meticulous attention to detail, and high level of accountability for the quality and timely
  completion of projects.
• Ability to use independent judgment to manage and impart a high level of confidentiality.
• Exemplary written and oral communication skills.
• Fluency in written and oral French is considered an asset.
• Highly resourceful and flexible to meet the needs and demands of the position.
• Ability to take on a large workload with competing deadlines.
• Positive and professional with a can-do attitude.
• Majority of this position is within office hours but may require some evening and weekend duties, on
  occasion.
• Ability to smile during high-pressure situations.
• The ability to travel and provide own transportation as required.

WHY YOU WILL LOVE WORKING HERE
• We wake up each day knowing the work we do is helping children, families, and communities in
  the areas we serve. There are children born every three minutes with a cleft condition
  somewhere in the world. As a team focused on a global strategy to ensure every child who need
  surgery and care is never left behind, we set smart goals and work hard each day to achieve
  them so we can deliver greater impact (and smiles) to children, families, and the communities
  we serve.
• We aspire to be a learning organization that values each other and our collective abilities to meet
  and exceed expectations in everything we do.
• We are committed to supporting flexible work arrangements, investing in technology or other
  resources to enable you to work from home effectively when required.

SALARY & BENEFITS
• The salary range for this position is $55,000-$75,000 including paid vacation time.
• A highly competitive benefits package including an RRSP matching program.

Operation Smile Canada thanks all applicants in advance. Only those candidates selected for an
interview will be contacted. Operation Smile Canada is an equal opportunity employer. We are
committed to inclusive, barrier-free recruitment and selection processes, and work environment in
accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We will be happy to work
with applicants requesting accommodation at any stage of the hiring process.


Thank you for your interest in being part of our smile movement at Operation Smile Canada. We look
forward to hearing from you. In the meantime, keep smiling - a child is counting on it!

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