Administrative Assistant

Non-Union

1-Year Contract Maternity Leave Coverage

For over 50 years Nellie’s has been providing shelter and support for marginalized women and their children in the Greater Toronto Area. Nellie’s breaks the cycle of gender-based oppression through our unwavering commitment to offering a safe refuge for women and their children fleeing violence, poverty, and homelessness. Beyond safe housing, we empower women with advocacy, strength and support-based programming, enabling them to create a new path for life, free from the barriers of violence and oppression. 

Our core operations involve our 38-bed emergency shelter for women and their children who are homeless or escaping violent situations. In addition to our shelter, Nellie’s operates Community Support and Outreach programs that provides after care support and follow-up services to women and their children after they leave the shelter, as well as transitional housing support for women living in the community who are homeless or at-risk of becoming homeless.

As an administrative assistant you will play a pivotal role in ensuring the efficiency and effectiveness of daily administration, including providing executive administrative support and fostering a safe work environment. Your leadership will be instrumental in maintaining high standards of performance, and operational excellence across the organization. The successful candidate will be a mature administration professional with strong oral and written communication skills who can exercise discretion in handling sensitive information. They must be proactive, organized and able to prioritize work as needed, and willing to pitch-in in aid of the organization. As Nellie’s is a cultural and ethnically diverse agency, the successful candidate must be respectful of all people in the workplace.

Nellie’s is committed to developing an agency that reflects the women it serves. This position is open to all women*. Woman* signifies anyone who self-identifies as female, femme and/or woman. This includes transwomen, cisgender women, and non-binary people identifying as femme or female-presenting. Applications from equity-seeking groups are strongly encouraged.

JOB SUMMARY AND DESCRIPTION

Executive Administrative Support

• Provides senior administrative support to the senior management team mainly the Executive Director, Director of Development and Program Director 
• Coordinate all governance related activities including monitoring work plans, strategic plan, Letters Patent, property identifier 
• Maintain highly confidential files
• Maintain a good record of organizational documents which maybe requested by public or governmental offices including Letters Patent, By-laws, Board meeting minutes, auditor financial statements, annual reports, and Nellie’s policy binder.
• Maintain the organization of key box for the property
• Obtain updated insurance for the property and offsite offices
• Update funders re certificate of insurance
• Develop and maintain central filing system
• Orders and maintains office supplies
• Maintains/orders office furniture, Presto passes, cellphones, office and computer equipment and keeps up-to-date inventory lists
• Maintains and reconciles Presto pass logs, TTC tickets, and Gift Cards for the organization
• Contribute to the improvement of workflow and provide input to the senior management team by helping them adhere to proper admin procedures
• Manage community email and ensure inquires are sent to the correct parties
• Check mailbox weekly and distribute mail to the correct parties
• Support the Finance Administrator or her designate to support daily operations as required
• Other duties as assigned

Managing IT Infrastructure

• Collaborate with IT staff and vendors to ensure reliability and efficiency of the organization’s IT infrastructure.
• Address IT-related outages or technical issues promptly and implement preventative measures to minimize disruptions.

Board of Director Support

• Maintain board members’ files
• Update board member list, their terms and board bios
• Maintain board meeting minutes
• Plan and run the annual general meeting
• Help recruit member and agency memberships  

QUALIFICATIONS

• Bachelor’s degree in business administration, or a related field preferred.
• 5 or more years’ experience in an office environment
• Excellent written and oral communication skills
• Excellent interpersonal skills
• Excellent computer and database management skills (excel, word).
• Expertise with computer hardware and various software applications.
• Excellent organizational and time management skills
• Minute taking
• Excellent keyboard skills
• Experience in the social service sector ideally in an agency delivering counseling, crisis intervention or advocacy services
• Demonstrates reliable professionalism in working in, out and across the organization.

Advantageous Criteria:

• An understanding of working within an Anti-Racism/Anti-Oppression framework
• Demonstrated commitment to working with marginalized women
• Conversational French language

Compensation: $55,000 annually

Hours: 35 hours per week. Monday to Friday, but may vary as needed (this may include evenings and weekends)

Date of Posting: January 21st, 2025

Deadline to Apply: February 21st, 2025

Nellie’s is committed to developing an agency that reflects the women it serves. Applications from Aboriginal Women, World Majority Women/Women of Colour, Lesbians, Bisexual Women, Transgendered Women and Women with Disabilities, Women who have experienced Violence and Consumer Survivors are strongly encouraged.

Please email your application to . Only those candidates who will be interviewed will be contacted. The successful candidate must obtain a Police Records Check for the vulnerable sector.

Nellie’s is a unionized workplace with the Workers United Canada Council.