JOB POSTING – Office Administrator & Executive Assistant

Organization:                               Right To Play International

Department/Division:                  People and Culture        

Work Location:                            Toronto, Canada

Work Arrangement:             A combination of around 2 in-office days per week, and remote-working in accordance with Right To Play’s work arrangement and the operational needs of the department.

Authorized to work in:                 Canada (Eligible to work legally without requiring sponsorship or work permit)

Target Hiring Range:                    CAD $54,363 – $59,799 per annum (before taxes)

Target Start Date:                         Immediate

Contract Duration:                       July 2024 – April 2025 (10-month, full-time contract)

Application Closing Date:           Open until position is filled. Please note that applications will be reviewed on a rolling basis, so you are encouraged to apply as soon as possible.

ABOUT US:                                                                                               

Right To Play is a global organisation that protects, educates and empowers children to rise above adversity through the power of play. We help millions of children each year to stay in school and out of work, to prevent life-threatening diseases and to stay safe from exploitation and abuse. We are the leading global development organization that uses play to transform the lives of children and youth impacted by poverty, war, disease and inequality. 

Established in 2000, Right To Play reaches children through experiential programming in 14 countries in Africa, Asia, the Middle East, and North America. These programs are supported by our global offices in Toronto, Canada; London, UK and seven national offices across Europe and North America. 

With a shared passion for our mission, our Culture Code guides how we act and interact based on five core pillars:

• Accept Everyone – Be intentional about inclusion
• Make Things Happen – Seek opportunities to lead and innovate
• Display Courage – Act with integrity
• Demonstrate Care – Look after yourself and one another
• Be Playful – Have fun at work

Please visit our website to learn more about who we are and what we do, and watch this video to find out about the five pillars of our Culture Code.

ROLE SUMMARY:

The Office Administrator & Executive Assistant will manage the day-to-day administrative activities in support of Right To Play’s global business executives and their teams. You will support five Canadian Executive Team members (Chief Financial Officer, Chief Development Officer, Chief People and Culture Officer, Vice President, Marketing & Communication, Vice President, Finance & Systems) while reporting directly to the Global Director, People and Culture. 

In addition, you’ll work in a team environment with other support staff and the People and Culture (P&C) team in assuming responsibility for the administrative support activities of the office and your executive-level administrative skills will be relied upon daily to deliver top quality support in a growing INGO setting.  Your excellent communication skills, combined with your customer service focus, diplomacy and tact, will ensure you are a valued member of the team that is responsible for supporting teams across Right To Play (RTP). You possess a strong aptitude on task prioritization, and the ability to adapt quickly to changing needs.

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WHAT YOU’LL DO:

#1: Executive Support (25% of Time):

• Organizes the activities for members of RTP’s Canadian Executive team and provides administrative support using independent judgement, discretion and diplomacy
• Manages calendars for the Executives including scheduling meetings as well as identifying potential conflicts and shifting priorities in order to adjust schedules
• Coordinates and organizes relevant sub-Committee and cross-organizational meetings as required, including distribution of meeting requests, coordinating material in advance of meetings, creation and distribution of minutes, when relevant
• Coordinates meetings and appearances on behalf of the Executives including making travel arrangements, team offsites, etc. and monitoring to ensure all details are accurate, efficiently organized, and aligned with internal policy
• Develops briefing for Executives or sourcing background information, as required
• Leads administrative process for Executives ensuring all are aligned with appropriate policy and submitted in a timely manner (ex. Expenses, approvals, etc.)
• Supports travel needs and travel-related tasks (flight quotes, hotel booking, prepare travel authorization form & travel expense report)
• Edits meeting recordings as required
• Supports the creation of feedback surveys after sessions

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#2: Administrative Support and Office Management (40% of Time):

• Performs general administrative tasks such as photocopying, filing, information management, invoice coding and processing, mail collection and distribution, couriers, etc
• Updates general administration files on the internal website with key contacts such as couriers, car rental, etc
• Liaises with building management to proactive solve maintenance issues, order, and distribute key FOBs for access
• Manages the distribution of locker keys and maintains the supply of backup keys, ensure keys are collected for leavers
• Manages RTP’s desk booking system and acts as key contact point for any questions
• Interacts with vendors supporting the office, as required (ex. Water cooler, coffee, etc.) 
• Acts as the key contact for mail including mail collection from PO box, distribution, shipping, renewal of PO box and mail forwarding services, etc
• Maintains and orders supplies for the Toronto office team and monitor’s inventory
• Supports staff with corporate credit cards and vendor purchases ( business cards, conference tickets)
• Supports in office events (ex. room arrangements, catering, technology, etc.) 
• Responsible for replying to general HQ voicemail calls and inquiries and promptly responds to all requests or redirects to the appropriate department
• Arranges hotel pickup and drop off, visa requirements and other required information, as applicable.
• Supports staff’s domestic and international travels (hotel booking, car rental, bus/train/ferry ticket purchases, credit card pre-authorizations)
• Provides information to support travel arrangements including flight reservations and land transportation arrangements
• Acts as a point of contact to communicate RTP’s internal Travel Policy to the travel agency and to RTP staff when they are booking travel including flight reservations and land transportation arrangements
• Review travel bookings for accuracy, cost-effectiveness, and policy adherence, as required
• Provide support to travelling colleagues and promptly respond to issues that arise during travels with the aim of resolution or escalate as may be required
• Maintains the renewal of travel medical insurance
• Initiates collaboration and facilitate renewal of corporate agreements with hotels and car rental companies
• Prepares memorandum of accounts payable for purchases made using corporate credit card
• Monitors the PenguinPickUp arrivals and shares pick-up codes with staff
• Shares office announcements regarding property updates, webinar opportunities, and event discounts
• Compose guidelines as needed (ex. WiggleDesk, PenguinPickUp, Toronto Office Guidelines, Anniversary Reward Process)

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#3: Special Projects (10% of Time):

• Works closely with the Executive Team to support on departmental initiatives and global projects as per the direction of Executive Team members

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#4: P&C Support (20% of Time):

• Process all invoices for P&C HQ
• Works closely with P&C team members to support department initiatives (ex. RTPers on the move announcements, creation and sending of survey and results links related to year-end review process, researching and connecting with vendors regarding services).
• Manages work anniversary reward process by sorting data, creating certificates and congratulatory letters to send out to Managers, purchases anniversary reward gift cards for employees, publishes monthly birthday and anniversary posts on Facebook Workplace
• Manages internship/co-op programs (apply for programs, coordinates all related gathering of information, posts on school boards, liaises between program coordinators and hiring managers, coordinates offer process, completes end of program requirements
• Coordinates translations of P&C materials
• Supports learning and development sessions though setting up sessions, managing registrations, liaising with trainers

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#5: Other Responsibilities as Required (5% of Time)

• Member of the health & safety committee

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WHAT YOU’LL BRING (ESSENTIAL):

EDUCATION/TRAINING/CERTIFICATION:

• Degree/certificate/training in related field

EXPERIENCE:

• Experience in managing the workflows for a department – preparing documents, taking minutes, keeping teams organized and the ability to execute

COMPETENCIES/PERSONAL ATTRIBUTES:

• A self-starter that can juggle multiple tasks and meet tight deadlines in a complex environment
• Exceptional organizational skills with high attention to detail
• Takes Initiative with strong customer service skills and professionalism
• Ability to prioritize and work independently with minimal direction and proficiency in dealing with ambiguity
• Detail oriented when writing and editing business documents, communications, and presentations
• Ability to use discretion and judgment in dealing with sensitive and confidential materials and matters
• Strong interpersonal, influential, verbal, and written communication skills
• Drive to achieve results and continuously strive to be a high performer through creative thinking
• Flexible to work extra hours on occasion and sometimes on short notice

KNOWLEDGE/SKILLS:

• Advanced knowledge of MS Office Suite experience (including proficiency in in Excel, Word, PowerPoint and PowerBI) and digital tools experience including MS Teams, SharePoint etc.
• Leading projects as assigned, demonstrated problem solver, and willingness to learn

LANGUAGES:  

• Fluency in oral and written English

 BONUS IF YOU’LL BRING (NOT ESSENTIAL):

• A certificate or diploma in related fields (e.g., administration)
• Previous experience providing administrative support, and/or in an office environment, is an asset
• Fluency in additional language(s)

WHAT YOU’LL GET:

The opportunity to collaborate with an innovative global team who are passionate about working with children and youth. You will gain experience working for a globally recognized organization with a healthy culture premised on our Culture Code (accept everyone, make things happen, display courage, demonstrate care and be playful). You will be immersed in an environment where learning and development is encouraged and valued, and “play” is appreciated as a core avenue to building community.

• Flexible work arrangements (e.g. work from home and flex hours)
• 15 days annual leave
• 3 personal days per year
• 5 personal learning and development (L&D) days per year
• Annual learning week
• Annual staff recognition awards
• Opportunity to connect with employees across our offices (Facebook Workplace)
• Opportunity to engage in global projects and initiatives
• Wellness programs
• Playful activities and events

HOW TO APPLY:

If you are interested in applying for this position, please apply with your resume and cover letter in English via the application link.

Application Link: https://righttoplay.hiringplatform.ca/183837-office-administrator-executive-assistant/795786-application-form/en

While we thank all applicants for their interest, only those selected for interviews will be contacted. Shortlisting of applications will begin immediately, and interviews may be held before the closing date.

Right To Play provides equal employment opportunities to employees regardless of their gender, race, religion, age, disability, sexual orientation or marital status. As such, we encourage groups who have been historically disadvantaged with respect to employment to apply for positions at Right To Play. We offer a family-friendly environment that allows for flexible work arrangements in order to support staff diversity and ensure a healthy work-life balance.

We value and promote a culture of diversity, equity, inclusion, and belonging. Should you require any accessibility related accommodations or specific adjustments to ensure fair and equitable access throughout the recruitment and selection process, and thereafter, please reach out to the People & Culture team by email at . All information provided will be treated as confidential and used only to provide an accessible candidate experience.

We are a child-centered organization. Our recruitment and selection procedures reflect our commitment to the safety and protection of children in our programs. The successful candidate will be required to provide a satisfactory Vulnerable Sector Screening or equivalent criminal check as a condition of employment.

To learn more about who we are and what we do, please visit our website at www.righttoplay.com.