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Administrative Assistant, Public Affairs, Canadian Cancer Society, Ontario Division

Toronto, Ontario
Deadline August 8, 2010

Job Purpose

Responsible for the day-to-day administrative operations of the Public Affairs department, which encompasses advocacy, public issues, media relations, communications and prevention. This role supports the Society’s Public Affairs team in its efforts to reach external audiences, including the government, the media, stakeholders and partners and the public.

Duties & Responsibilities

Primary Functional Duties

  • Daily operations include, scheduling activities and making travel arrangements, supporting the development of correspondence and presentations, maintaining current and archive filing, answering telephone inquiries, distributing mail, coordinating materials distribution and mail-outs, and financial and HR record keeping
  • Provides strong administrative support to the Senior Director, Public Affairs, Director, Communications, management team and department staff
  • Manages and maintains the Senior Director’s schedule, calendar and e-mail and mail
  • Monitors and maintains department expenses, financials and budget and informs the Senior Director of discrepancies/variance or issues
  • Coordinates and ensures timely submission of portfolio responses to internal reporting requirements/requests for information
  • Supports Public Affairs Management meetings through scheduling of meetings, taking of minutes, monitoring of action items and distribution of materials.
  • Supports the Senior Leadership Team (SLT) on a rotational basis in relation to the scheduling and supporting SLT meetings through the taking and transcribing of minutes/actions of meetings.
  • Supports the development of responses to external inquires and provides information to partner organizations, staff, volunteers and the public. Proofreads and edits, where required, materials and reports for public distribution
  • Ensures timely preparation and circulation of all departmental reports and other materials
  • Coordinates internal and external meetings, including event logistics, webinars and teleconferences;
  • Conducts research (through Internet and other) and compiles and/or transfers material and data into useable report formats
  • Ensures most effective and efficient workflow when inter and multi-departmental approvals required, using technology as an enabler
  • Helps orient new and current staff to new/current organizational processes/technologies
  • Liaises with National staff as required
  • Other projects as assigned

Health and Safety Responsibilities

  • Work in compliance with the provisions of the Occupational Health & Safety Act and its regulations (Use or wear any protective equipment or devices required, report any incidents and unsafe conditions to your manager, and do not use equipment or work in any way that may endanger any worker or volunteer)
  • Review and comply with the Canadian Cancer Society’s health & safety policy

Qualifications

  • Post-secondary education, preferably in business or administration, or the equivalent combination of education and experience
  • Two years’ progressively responsible administrative experience
  • Superior written and verbal communication skills, to respond to internal and external inquiries
  • Excellent interpersonal, organizational and customer service skills to communicate effectively with a range of staff and stakeholders
  • Ability to deal with multiple senior staff in a demanding environment often with tight deadlines
  • Initiative and discretion
  • Excellent organizational skills
  • Sound judgment with strong analytical and problem-solving skills
  • Superior work ethic and great attention to detail
  • Ability to evaluate and develop office routines to enhance productivity and able to multi-task in a fast-paced, ever-changing environment while seeing projects through to completion.
  • Excellent computer skills, advanced knowledge in MS Office (Word/Excel/PowerPoint and Outlook) and Internet/search engines
  • Understanding of government and/or communications protocol an asset
  • Experience in a multi-level organization an asset
  • Knowledge of project management principles an asset
  • Knowledge of Canadian Cancer Society policies and procedures is an asset.
  • A criminal record check is required.
  • Non-smoker

Working Conditions

  • Works as part of multidisciplinary team
  • Multiple reporting relationships
  • Handles multiple priorities and interactions with many clients, both internal and external to the organization
  • Responds to inquiries from the general public (in person, on phone or via e-mail)
  • Need to adjust hours and schedule as necessary to meet the demands of the department. May require flexibility with vertime
  • Works under tight deadlines
  • Handles confidential material on a routine basis
  • Frequent meetings with both internal and external stakeholders

Physical/Mental Requirements

  • May sit for extended periods
  • May involve significant computer use
  • May require lifting and carrying of materials up to 10 lbs

Direct Reports

  • None

Indirect Reports

  • None

In return for your contributions we offer a starting salary in the mid 30K range, and the opportunity to work in a caring and progressive work environment. Qualified non-smokers are invited to send their resume and cover letter, quoting job #OHPE-51 in the subject line by August 8, 2010 to:

Human Resources
Canadian Cancer Society, Ontario Division
55 St. Clair Ave. W, Suite 500
Toronto, ON M4V 2Y7
[email protected]

The Canadian Cancer Society thanks all applicants for their interest; however only those selected for interviews will be contacted.

The Canadian Cancer Society provides equal opportunity in employment and encourages applications from all qualified persons.