AMAPCEO Looking for Administrative Assistant: Office Support (Facility/Office Maintenance) at Toronto, Ontario, Canada Full Time

Administrative Assistant: Office Support (Facility/Office Maintenance)

(Reporting to the Senior Manager, Human Resources, Information Technology and Administrative Services)

Full-time, Permanent effective July 8, 2024

Classification Salary Level II – $65,110 – $90,622 (Effective January 1, 2024)

This position is responsible for providing a broad range of administrative support services to the AMAPCEO office. Major responsibilities include:

Working with minimum supervision, the incumbent provides support to the AMAPCEO Office:

• Arranges operator assisted teleconferences, sets up staff with individual teleconference codes and update teleconference calendar for account reconciliation purposes
• Researches and recommends on the purchasing and leasing of office equipment and supplies; ensures the accuracy and effectiveness of the procurement process through the application of AMAPCEO policy and procedures
• Maintains all furniture inventory asset lists, monitors and recommends on asset requirements and disposals; confirms asset values and depreciation; conducts annual inventory counts for manager’s approval or as requested
• Assists in accommodation requirements such as office moves, furniture reconfigurations and other related requests
• Co-ordinates furniture and equipment repair/maintenance services. Facilitates services and general office requirements with building management and / or contractors as necessary
• Develops and updates administrative systems for more efficient tracking
• Monitors all supply levels and requirements for the office (kitchen supplies, equipment supplies, staff supplies, general office supplies); submits supply orders for approval
• Updates membership information as requested into the AMAPCEO database
• Maintain the orderliness and cleanliness of common office areas (i.e. equipment rooms, storage rooms, kitchens, hallways)
• Makes coffee in the boardroom area every morning and throughout the day as needed
• Performs boardroom reconfigurations – moves tables and / or chairs based on meeting or training requirements ensuring power and / network connectivity; Opens and/or closes divider/mobile walls between boardrooms as needed
• Ensures boardrooms are equipped with all necessary supplies and equipment
• Performs general typing and / or customized photocopying for training sessions as requested
• Performs back-up for the Administrative Assistant: Office Support (Front Desk) position
• Performs back-up for the Administrative and Events Coordinator, Governance and Training Support duties when needed
• Provides administrative support to the Member Services Unit
• Performs special projects and other related duties as requested.

Candidates should possess:



• Minimum of 5 years’ experience in an Administrative Assistant or related role, preferably in a union or not-for-profit environment
• Strong working knowledge of and demonstrated proficiency in using PC / networked computers, word processing programs and email
• Excellent office administrative skills and a sound working knowledge of office procedures and practices in order to coordinate office requirements
• Ability to use excellent time management skills to balance constant interruptions with need to meet tight deadlines; Able to work well under pressure, with minimal general day-to-day supervision, and work independently as well as in a team environment
• Effective written skills to prepare administrative reports, policy and procedure recommendations and responses to information requests from staff or for approval by the Senior Manager, Human Resources, Information Technology and Administrative Services
• Strong communication skills to work effectively with external vendors; Ability to establish own priorities, and coordinate and organize a variety of arrangements with others to meet deadlines
• Basic working knowledge of AMAPCEO policies, procedures, current issues and roles of staff to direct inquiries correctly and appropriately handling sensitive calls
• Excellent customer service, telephone skills, interpersonal skills, tact, diplomacy, patience and oral communication manner to deal well with visitors, membership, staff and callers.

Work Location: AMAPCEO Office, 1 Dundas Street West, Suite 2310, Toronto, ON

Travel Requirements: Occasional travel may be needed and occasional requirement to work outside normal working hours.

All interested applicants should submit a resume with a cover letter by e-mail to hu@amapceo.on.ca by Monday, July 15th, 2024, before 4:00 p.m., to the attention of Grace Hu, Human Resources Officer. A copy of the job description is available upon request.

Diversity, Inclusion, and Accessibility:

AMAPCEO as an Employer is committed to fostering a diverse and inclusive work environment where differences are respected, valued, and embraced. As a result, we invite applications from women, Indigenous Peoples, people living with disabilities, persons of all races, ethnicities, religions, abilities, sexual orientations, and gender identities and expressions.

If you require a disability-related accommodation to participate in the recruitment process, please provide your contact information to the Human Resources Officer.

Thank you for your interest in working at AMAPCEO. Only candidates who have been shortlisted for an interview will be contacted.