Office Manager and Executive Assistant
Centre for Equality Rights in Accommodation WORK FROM HOME (Telecommute)
closed 4 days ago (Fri, 9 Apr) full time
JOB POSTING: Office Manager and Executive Assistant
Application Deadline: Friday, April 9, 2021 at 1:00 pm
CERA is one of Canada’s oldest charities working to advance the right to adequate housing. Founded in 1987, CERA has worked tirelessly for over thirty years at the intersection of human rights and housing and is one of Canada’s leading NGOs working in the area of social and economic rights. CERA works to advance the right to adequate housing by:
Serving clients to help them stay housed: CERA provides free services to tenants facing eviction and human rights violations in their housing, and we are experts in these fields. Each year we provide services to over a thousand tenants and we are highly effective in ensuring that some of the most vulnerable Ontario renters remain in their homes.
Providing education and training about housing rights: CERA provides public education and training on housing rights and human rights in housing to diverse groups across Ontario, reaching approximately 1,000 people annually. We work with community partners to train individuals and communities about their housing rights and how to assert them, and we engage with landlords to educate them about their obligations as housing providers.
Advancing rights-based housing policy: CERA advances rights-based housing policy through research, policy development, advocacy and litigation. Notable achievements include setting a legal precedent preventing landlords from discriminating against renters who receive social assistance, launching a constitutional challenge against the federal government for failing to take action against homelessness, and coordinating the Right to Housing Toronto Network (R2HTO).
About the Role
We are seeking a motivated and committed administrative professional with strong administrative and organizational skills to join our small but mighty team and help us in our ambitious goal of advancing the right to housing for all. In this role, your ability to juggle multiple responsibilities under tight timelines is essential.
Reporting jointly to the Executive Director and Manger of Operations and Strategic Initiatives, the successful candidate will provide administrative and executive support for the organization and management team.If you are a self-starter with experience developing and managing administrative and operational processes and providing administrative support to busy, growing and dynamic organizations, this may be the role for you.
As Office Manager and Executive Assistant, your responsibilities will include:
Assisting and supporting the Team on a wide range of administrative tasks as required, including routine administrative tasks, complex calendar management and providing administrative support for special projects.
Monitoring email and social media accounts for correspondence, responding where appropriate and triaging requests to the appropriate staff member.
Making arrangements for and supporting staff, team and board meetings, including scheduling, preparing agendas, taking minutes and disseminating supporting materials.
Managing and monitoring staff attendance and leave planning, and coordinating employee benefits.
Supporting the management team in the recruitment, onboarding and offboarding of all staff, including completion of paperwork, training, and issuing & return of equipment.
Serving as the primary point of contact and liaison for building management, managing deliveries / mailings to and from office.
Ensuring that all office equipment is in good working order and sufficient equipment and office supplies are on hand to ensure smooth operations and meet the needs of the organization and staff.
Ensuring that the office is organized and tidy.
Serving as the primary point of contact for staff tech support issues and taking the lead on resolving them, in conjunction with the Manager of Operations and Strategic Initiatives and external IT support.
Organizing and maintaining CERA’s filing and document management system on Office 365/Sharepoint.
Identifying opportunities for process improvements, new ideas and better ways to do things.
Managing the flow of communications to management including correspondence, reports, requests for information, and taking appropriate action in relation to such issues and communications.
Ensuring effective management of the ED’s calendar for events, media and appointment booking, time management and prioritization of high volume of appointment requests, scheduling logistics for ED for out-of-office meetings/events.
Supporting the ED in the development and implementation of plans and projects, maintaining bring forward system and tracking action items.
Assisting with development and assembly of materials for monthly board meetings and board committee meetings.
Supervising and providing direction to placement students and volunteers as appropriate.
Performing other duties as required to support the organization, Executive Director and Board of Directors.
University degree or College diploma in a related field (e.g. Business Administration, Office Administration).
Minimum of five years of relevant professional administrative experience, ideally in the non-profit, legal, policy or advocacy-related context.
Highly proficient in Microsoft Office Suite (Word, Excel, Powerpoint & SharePoint).
Strong ability to track, analyze data, and manage information and records with accuracy and attention to detail.
Project or program management experience, including sound knowledge of work planning, monitoring, evaluation and reporting.
Experience supporting working groups and committees (i.e. scheduling meetings, calendar management, minute taking and preparing agendas).
Familiarity with reporting and compliance requirements for the charitable and non-profit sectors.
Outstanding organizational skills with the ability to multi-task, thrive in a fast-paced environment, meet deadlines, adapt quickly to change, and develop new skills.
Outstanding interpersonal, written and verbal communication, analytical, problem-solving, and decision-making skills.
Ability to work independently and collaboratively as part of a team.
Experience in self-managing tasks and workflow.
Experience supervising, mentoring, and supporting students and volunteers.
Outstanding written and oral communication skills in English and an ability to communicate directly and effectively about complex issues.
Knowledge of the housing and social sector is an asset.
Working proficiency in French is an asset.
Skills and attributes
Ability to proactively identify problems and take the initiative to solve them with minimal oversight.
Ability to multi-task, thrive in a fast-paced environment, and adapt quickly to change.
Ability to work accurately under pressure with attention to detail and deadlines, and with minimal supervision.
Flexibility and entrepreneurial spirit to accommodate high levels of responsibility and multiple and sometimes shifting priorities.
Strong strategic thinking skills, political acumen, diplomacy, discretion, tact and good judgement.
Cultural sensitivity and a commitment to principles of equity.
We recognize and value the unique perspective that people with lived experience of poverty and/or precarious housing bring in addition to the skills and qualifications listed above.
Starting Salary Range: $48,000 - $60,000 commensurate with experience and qualifications
Location: Primarily remote with the ability and willingness to attend in person at CERA’s office to fulfil the duties of the role (e.g. ensuring the office is in order, picking up mail, facilitating deliveries etc.)
Anticipated Start Date: May 2021
What we offer
An opportunity to work with an innovative, mission-driven, entrepreneurial non-profit organization working to advance the right to housing, and the opportunity to contribute to shaping our direction as we continue on our growth trajectory.
A generous benefits package will be made available following the end of the three-month probationary period, which includes health and dental benefits, AD&D, Long-term disability and life insurance. All staff are provided with 10 paid sick days annually.
Four weeks of paid vacation are provided and CERA’s offices typically close over the winter holidays, providing a handful of additional paid days off for staff.
CERA offers flexible hours, the opportunity to work remotely, and with a diverse group of talented staff who are committed to advancing the right to housing.
Our office is located at the Centre for Social Innovation (Spadina location), an exciting shared workspace that houses 250 non-profits and social innovators across multiple locations in downtown Toronto. It is accessible by transit, gender inclusive, and offers substantial opportunities to network with like-minded people and participate in a mission-driven, innovative community through various events.
To apply for this job
Applications should include a CV and cover letter in one PDF document and should be submitted by email to with the subject line: Application – Office Manager and Executive Assistant.
At CERA, we believe that a workforce that reflects the diversity of the communities we serve strengthens our ability to achieve our mission. We strongly encourage applicants of all genders, racial, ethnic and cultural backgrounds, sexual orientations, abilities, and with a range of life experiences to apply.
We are committed to full compliance with the Human Rights Code, the Accessibility For Ontarians With Disabilities Act, the Occupational Health and Safety Act, and all other applicable legislation. We will provide accommodation during the hiring process upon request and information received relating to accommodation measures will be addressed confidentially.
We thank all applicants for their interest.
Only candidates selected for an interview will be contacted.
No telephone enquiries please.
How to Apply
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