POSITION TITLE: Senior Administrative Assistant
REPORTS TO: Executive Director
STATUS: Full Time
HOURS: Standard hours Monday to Friday 9-5 with evenings and weekends as required
LOCATION: This is a Hybrid Role with 2 days per week in our Downtown Toronto office
Organization Summary:
Lung Cancer Canada (LCC) is a small but growing national charitable organization based in Toronto that serves as Canada’s leading resource for lung cancer education, patient support, research, and advocacy. LCC has a wide reach that includes both regional and pan-Canadian initiatives. Lung Cancer Canada is a member of the Global Lung Cancer Coalition and is the only organization in Canada focused exclusively on lung cancer.
Our mission is to increase awareness about lung cancer, support patients living with lung cancer, and the individuals who care for them, and provide educational resources to lung cancer patients, their family members and health care professionals.
Job Summary:
We are looking for a self-driven Senior Administrative Assistant to assist with the day-to-day operations. You are person-focused and tech savvy, with strong organizational skills and the ability to plan ahead. You have it all: great client service and office skills, financial reporting experience, and you thrive on being a part of everything. Most of all, you are serious about channeling your considerable talent into an organization that truly is making a difference in the lives of families and communities throughout Canada. As the only hybrid role in the organization, you will be required to work independently at the office in downtown Toronto, 2 days a week as determined, in collaboration with the Executive Director.
As Senior Administrative Assistant, areas of responsibility include:
Operational and Administrative Duties:
- Work directly with the Executive Director and Board of Directors, provide confidential, oversight and discretionary support and advice to manage the day-to-day operations
- General administrative duties include but are not limited to answering calls, email inquiries, sorting incoming and outgoing mail, maintaining files, compiling internal reports, ordering office supplies, overseeing orders, invoice/payment processing and scheduling meetings
- Help maintain social networking sites and website; assist with creating and distributing mass emails, generate and send communications to donors
- Assist with reports required for Executive Director, Board of Directors, Staff, and Volunteers
- Schedule and coordinate Executive meetings
- Prepare meeting agendas and ensure recording of meetings for a variety of Board and staff committees
- Assist with compiling backgrounders and motions for Board of Directors, Staff, and Volunteers
- Assist with drafting, soliciting and reviewing RFPs as required, creating presentations, proofreading and editing documents
- Assist with Grant applications and reporting
- Liaise and coordinate efforts with other departments and stakeholders as needed
- Other duties as required
Bookkeeping/Accounting Duties:
- Maintain database in DonorPerfect
- Process and prepare tax receipts for donations in DonorPerfect & monitor donations made through partner organizations
- Reconcile and prepare support documents for Visa statements
- Manage account payables
- Support financial and budget processes, including obtaining approvals and supplementary paperwork from all departments
Requirements (knowledge, experience, education, competencies):
- Post-Secondary education
- 3-5 years of professional office experience in a similar role
- Experience working in a non-profit or charity organization
- Reliable internet access
- Bilingualism (English/French) would be considered a strong asset
- Strong skills in Microsoft Office software and Adobe Acrobat
- Excellent organizational, administrative, time management and project management skills with demonstrated accuracy and exceptional attention to detail
- Ability to work efficiently and effectively, both independently and as part of a team, meet tight deadlines in a fast-paced environment, and plan ahead
- Solid verbal and written communication skills, with ability to express ideas and opinions clearly and effectively
- Must be able to maintain professionalism and confidentiality at all times while exercising good judgment and able to navigate through a variety of competing viewpoints
- Proficiency in CRM software, Donor Perfect, and database management would be an asset
- Experience managing social media accounts and website updates with Craft would be an asset
How to Apply:
Please submit your resume and cover letter outlining your experience as well as salary expectations by Dec 24, 2024 to careers@lungcancercanada.ca
Applicants must be legally eligible to work in Canada.
Lung Cancer Canada provides a competitive total rewards package including benefits and a fun and friendly work environment.
Lung Cancer Canada is committed to creating a diverse environment and is proud to be an equal opportunity employer. Lung Cancer Canada is committed to ensuring a barrier-free, accessible and inclusive work environment. We welcome and encourage applications from people with disabilities. Upon individual request, we will endeavor to remove any barrier to the hiring process to accommodate candidates with disabilities. Please inform us should accommodation be required at any point during the recruitment and selection process.
We thank all applicants for their interest in Lung Cancer Canada however only those selected for an interview will be contacted.