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Hope Air is seeking a dynamic and experienced Administrative Assistant, to support in the management of the day-to-day operations of our organization. You will play a key role in various administrative duties, working closely with the CEO and other senior leaders and departments including in fund development, marketing, HR, Office Management, and Client Care . This is a great opportunity for a detail-oriented, and enthusiastic individual to become an integral part of our growing team.
This role is pivotal for helping everyone in our Organization achieve the critical work of our mission and vision. This is a role for a talented problem-solver with great initiative and a great sense of humour. You are a fabulous organizer; detail oriented and enjoy communicating with others.
Working at Hope Air:
We offer flexible work hours and location, including a hybrid work from home/ Toronto office arrangement
Comprehensive benefits plan to cover all medical, dental and related needs
Team Bonus plan based upon performance and achievement.
Collaborative and Open team culture where ideas are nurtured and welcome
“Brick & Beam open-concept workspace at the beautiful Centre for Social Innovation in Toronto (Annex)
Generous vacation leave
Support for ongoing professional development
Fulfilling, purpose-driven work, powered by an inspired team of staff, volunteers and other supporters
Opportunities for advancement and professional development
Team building and social opportunities
Key Responsibilities
Manage the day-to-day administrative needs for the Hope Air office, with focused support for our fundraising, marketing and communication teams
Prepare and send mailings on behalf of office, including packages and tax receipts.
Liaising with external stakeholders, including timely response to donor inquiries as required.
Executive Assistant level administrative support to the Leadership Team. Duties include:
Coordination of Board Sharepoint portal
Coordination of Bamboo HR functions including vacation tracking and other HR documents and policies.
Coordination & Support of Team and staff events as well as assistance with external events such as fundraising drives, etc..
Travel arrangements – organizing and scheduling flights, hotel bookings, rental cars, etc. for senior staff and Board travel
Preparing documentation as requested using the Microsoft Suite of products including PowerPoint, Word, and Excel.
Assist with the onboarding of new employees.
Support as required in administration and supervision of volunteers.
Microsoft Outlook calendar management and meeting scheduling for MS Teams/Zoom, etc.
Preparation and distribution of Board meetings documents;
Organization and submission of expense reports
Assistance with day-to-day correspondence including emails, letters, memos
Receptionist duties as required with visitors to the office
Close collaboration with team members on tasks including coordination of office supplies
Assistance with completing documentation for onboarding of new staff .
Procurement and management related to office administration
Day-to-day support for office facilities maintenance
Other administrative duties as needed
Requirements:
3+ years of Office/Administration experience is desired, ideally supporting Senior level leadership.
Strong knowledge of Microsoft suite of products and be willing to, and be adept at, learning new software programs.
Familiarity with online banking, CMS and database (Salesforce) an asset.
Ability to problem solve on a daily basis exercising sound administrative judgment with a sense of urgency and in absence of supervision.
Excellent verbal and written communication skills, with a strong customer service orientation.
An ability to work in a team environment and be equally comfortable working independently.
Strong organizational skills, thinking ahead on tasks to anticipate future needs and/or potential challenges that may arise.
This position requires diplomacy, confidentiality and the ability to prioritize.
Enthusiasm and willingness to learn
Please note that Hope Air policies require all clients, volunteers and staff to be vaccinated against COVID-19.
About Hope Air:
In Canada, healthcare is universal. Access is not.
Hope Air believes that where you live and how much money you have should not determine your access to medical care in Canada.
Hope Air is Canada’s only national charity providing free travel and accommodations for Canadians in financial need who must access medical care far from home. With 3.2 million Canadians living below the poverty line – including 566,000 children, 191,000 single mothers and 216,000 seniors – access to healthcare is not assured and cost is a huge barrier if you must travel to reach specialists far from home. The promise of Hope Air is that when it comes to healthcare, no one will be left behind no matter where they live or their financial challenges.
Hope Air’s travel and accommodation programs provide patients with an immediate and direct impact on their lives. As a result of Hope Air support, thousands of Canadians each year reach medical care rather than being forced to postpone or cancel medical treatments due to financial constraints. Hope Air’s programs help keep remote and smaller communities vibrant, enabling Canadians to continue to live where they choose regardless of local access to specialized medical care.
