STOP. LOOK. LISTEN. LUCKY YOU.
If 95% of what we learn comes from our eyes and ears,
imagine what it must be like to be deafblind.
NEW YEAR. NEW CAREER.
Now hiring an Administrative Assistant!
Founded in 1989, DeafBlind Ontario Services is a not-for-profit organization that helps individuals who are deafblind increase their independence and improve their quality of life through specialized services. With residential locations and community services programs across the province, their services extend into a wide range of communities in Ontario.
• Coordinates and distributes correspondence including: memorandums, reports, and maintains confidential files (e.g. management Human Resources files, critical document binders, etc.) ensuring departments adhere to organizational standards
• Receives and screens telephone calls for the main telephone line. Directs inquiries to the appropriate department
• Coordinates internal room bookings
• Coordinates meals for meetings at the request of the meeting Chair
• Ensures efficient flow between internal departments at all times; demonstrating leadership to maintain credibility, trust and support with senior management
• Co-ordinates and prepares materials for management meetings; develops and distributes agendas in consultation with the chair of core management meetings
• Develops and maintains office systems, procedures, supplies, and inventory
• Processes CEO, COO and assigned Director expense reports including Visa
• Prepares travel and logistical arrangements for CEO and COO.
• Proactively prepares materials for CEO’s meetings
• In coordination with the Senior Assistant, Office of the CEO manages the CEO’s mail for priority issues and expedites requests in the CEO’s absence
• Coordinates the employee exchange program including communication for applications, committee coordination, meetings, follow up, travel etc.
• Coordinates travel and registration for employees attending conferences (such as OASIS, DbI, ONN)
• Receives, sorts, and dispatches incoming and outgoing regular and electronic mail, faxes, and other materials for the administrative office
• Assists the management team with ad hoc projects or provides additional support as required
• Under the direction of the Senior Assistant, Office of the CEO, assists in the planning, preparation and coordination of the Annual Meeting; coordinates arrangements and materials for visitors to the agency as requested by the CEO
• Assists other departments within the administrative office with administrative tasks such as filing, data entry, etc.
• Assists Human Resources Generalists with arranging venues for mandatory training
• Under the direction of the Leaders Meeting Committee, assists with the planning of the annual leaders meeting including but not limited to arranging venue, catering, logistics, etc.
• Promotes the mission, vision and values of the organization within the workplace and in the community by demonstrating positive and professional relationships with other organization employees, families, volunteers, advocates, and employers.
• Reports all unsafe conditions, hazards or practices, accidents and incidents in accordance with Occupational Health and Safety Act and adheres to all Health and Safety requirements within DeafBlind Ontario Services policies and procedures and provincial legislation.
• Performs other duties as assigned by CEO or SAOCEO.
• Minimum of two years post-secondary education as well as a minimum of three to six years related experience, preferably in a not-for-profit setting.
• Ability to work independently on projects from conception to completion and must be able to work under pressure.
• Demonstrates sound knowledge of principles for research methodology.
• Demonstrates sound knowledge of the principles and practices of secretarial/administrative functions at a senior level
• Excellent keyboarding and computer skills, including use of Microsoft Office (Outlook, word, Excel and PowerPoint), Adobe Acrobat and Social Media web platforms.
• Strong verbal and written communications, organizational and administrative skills.
• Sound judgment and the ability to deal tactfully and supportively in possible contention situations.
• Ability to maintain confidentiality in all matters.