Executive Assistant & HR Generalist - The Palin Foundation

Apr 26, 2024
Toronto, Ontario

Job Description:
The Palin Foundation o/a
Toronto Metropolitan University Student Centre (TMUSC)

Position Title:                 Executive Assistant and HR Generalist
Department:                   Office of the Executive Director, The Palin Foundation
Effective Date:             
Supervisory:                    This position reports directly to the Executive Director, The Palin Foundation.
In 1976, The Palin Foundation was incorporated with a mission to create a space for students on the former Ryerson Polytechnic Campus that was fully student governed. Fast forward to 2007 and that was realized in the building of the new Student Campus Centre adjoining the historic Oakham House at the corner of Gould and Church Streets in downtown Toronto. Following the change in institutional name, we’ve updated the name of our building and many of the services we offer here at the Toronto Metropolitan University Student Centre.
The TMUSC is home to student unions, affiliated campus groups, The Eyeopener newspaper, Met Radio, the Good Food Centre, Office of the Ombudsperson, Oakham Café, The Met Campus Pub and a host of rentable venue spaces.

We operate with Five Pillars in mind:
FOOD. The café and pub – affordable meals and healthy choices
EMPLOYMENT. Stable jobs with transparent pay
ADVOCACY. Home to student unions and equity offices
SPACE. Full-service event and meeting rooms
COMMUNITY. Student-run newspaper, radio and campus groups


Job summary

The Executive Assistant and HR Generalist plays a pivotal role in supporting the Executive Director (ED) and ensuring the smooth functioning of The Palin Foundation. This multifaceted position involves administrative coordination, governance support, and front-line human resources operations. As a vital link between the Executive Director’s office, various departments, the foundation’s staff, the bargaining unit (Unifor) and the Board of Directors – the Executive Assistant and HR Generalist provides comprehensive administrative assistance to the ED’s office. Their responsibilities include managing the ED’s calendar, scheduling appointments, and acting as the initial point of contact. Additionally, they attend meetings with the ED, take accurate minutes, and follow up on action items. This role will be a primary point of contact for the Palin Foundation Board, will act as recording secretary on behalf of the ED, assist in preparation of board packages and the execution, dissemination and storage of Board Meetings.

Furthermore, as HR Generalist this position serves as the front-line support for HR inquiries from staff and managers. Responds to requests, resolve queries, and address grievances in alignment with foundation policies. Their role involves assisting departments and employees in understanding processes, documentation and policy creation and maintenance requirements, and ensuring accurate and timely payroll processing in coordination with the Finance and payroll team.

Job requirements and responsibilities

Key responsibilities and duties

The duties below may be assigned as needed, additional responsibilities and back-up support of a comparable nature may be required.

Administrative Support.
  • Maintains and organizes the ED’s schedule, including scheduling appointments, meetings, and travel arrangements.
  • Acts as the primary point of contact for inquiries directed to the ED’s office, handling communication with professionalism and confidentiality.
  • Attends meetings with the ED, takes accurate minutes, and follows up on action items to ensure timely execution
  • Organizes and maintains files (including electronically stored), records, and documents related to the ED’s office, ensuring confidentiality and security.
  • Serves as the primary liaison between the ED’s office and the Palin Foundation Board, takes minutes at Board meetings and assists with the preparation of materials.
  • Assists the ED and Senior staff with high level project management functiom

Human Resources Operations
  • Serves as the first point of contact for HR inquiries from staff and managers.
  • Responds promptly to requests, resolve queries, and address employee grievances in alignment with foundation policies.
  • Assists departments and employees in understanding HR processes, policies, and documentation requirements.
  • Collaborates with the accounts and payroll team to ensure accurate and timely payroll processing for all employees.
  • Interacts with union representatives and unionized staff members. Understands collective bargaining agreements and ensures compliance.
  • Assists in negotiations related to labour contracts, grievances, dispute resolution and ensures accurate documentation in a timely manner.
  • Communicates foundation policies and decisions effectively to unionized staff while maintaining positive relationships.

Job Qualifications

Minimum level of education and specialty/discipline required

  • Completion of post-secondary diploma in a business-related field or related discipline

    Minimum number of years and type/area of experience required given minimum education requirement
  • A Minimum of 2 years of experience in administrative support or HR coordination.
  • Familiarity with HR processes, payroll, and governance.
  • Experience working in a unionized environment.

Required certifications, designation or licenses to complete the key responsibilities of the position

  • No certifications, designations, or licenses are required.

Required skills and demonstrated knowledge

  • Excellent Communication skills (verbal and written).
  • Strong organizational, administrative and time management skills.
  • Well-developed interpersonal skills.
  • Attention to detail and ability to handle multiple tasks simultaneously.
  • Problem-solving skills.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
  • Knowledge of both Microsoft and Apple iOS
  • Working knowledge of Human Resources Management Systems or similar web based applications.
  • Good understanding of functional areas of responsibility.
  • Patience, tact, diplomacy and the ability to work under pressure with multiple and conflicting interests – and within tight timelines.
  • Discretion and professionalism in dealing with confidential information.

Physical Effort

  • This position requires routine physical activity most of the time. The incumbent is frequently using a computer/technology while composing and preparing reports, documents and letters for extended periods of time. Physical movement may also be required for extended periods of time while participating in special events.

Working Conditions

  • The majority of the incumbent's time is spent in an office environment. The incumbent is required to meet multiple and conflicting deadlines on a regular ongoing basis.
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