CharityVillage

This role is pivotal for helping everyone in the Organization achieve the critical work of the mission and vision. This is a role for a talented problem-solver with great initiative and a great sense of humour. The ideal individual is 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 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  

• Manage the day-to-day administrative needs for the Hope Air office
• Liaising with external stakeholders, including timely response to donor inquiries as required
• Executive Assistant level administrative support to the Leadership Team

• Coordination of Board SharePoint portal and preparation and distribution of Board meetings documents
• 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
• Support as required in administration and supervision of volunteers
• Microsoft Outlook calendar management and meeting scheduling for MS Teams/Zoom, etc.
• Organization and submission of expense reports as well as processing payments related to office administration
• Preparing and supporting in NHTG applications
• 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 related to office administration
• Assist with the onboarding of new employees and completing documentation for onboarding of new staff
• Other administrative duties as needed  

• 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, QuickBooks, CMS and database (Salesforce) an asset
• Ability to problem solve, 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