Administrative Assistant

Role Summary

TAF is seeking a highly-organized, admin-savvy individual to support the efficient day-to-day operation of the TAF office and the work of TAF’s senior management team and program staff.

About TAF

TAF is a regional climate agency with a $90 million endowment fund to invest in innovative low-carbon solutions in the Greater Toronto and Hamilton Area (GTHA) and scale them up for broad implementation. We are experienced leaders and we collaborate with stakeholders in the private, public and non-profit sectors. We advance the most promising concepts by investing, providing grants, influencing policies and running programs. We’re particularly interested in ideas that offer benefits in addition to carbon reduction such as improving people’s health, creating local jobs, boosting urban resiliency, and contributing to a fair society.

 We are a registered non-profit, with a Board of Directors appointed by the City of Toronto, made up of City councillors and citizens.

 Working at TAF

Talk to our staff and they will tell you that working at TAF comes with amazing advantages. We’re on the leading edge of urban climate change solutions and our work makes a tangible difference. We build meaningful relationships with all kinds of stakeholders – from thought leaders advancing new concepts and approaches to the people who implement change on the ground. Join our dedicated and collaborative team to contribute to the value and impact of our work.

Building an inclusive community with a shared purpose is critical to our work and mandate. We are Equalx30 signatories and believe that teams work best when the people within them are diverse in background and approach, including diversity of race, gender, sexual orientation, religion, ethnicity, national origin, age, and all the other fascinating characteristics that make us different.

Virtual Office Update: TAF staff are currently working from home due to the COVID-19 pandemic and we have no way of knowing when we’ll return to our downtown Toronto location.  We are open to hiring candidates from different locations, provided you have relevant knowledge of the region, and ideally live within the Greater Toronto and Hamilton Area. We expect that the Administrative Assistant will need work in person at least three days per week when we can safely return to our office.

Perks

  • Comprehensive extended health, vision and dental benefits package after your first year of employment

  • Support for virtual office during pandemic, such as hardware and stipend for internet and other expenses

  • Flexible work hours and work from home options

  • Starts at three weeks vacation per year

Position Responsibilities

Under the direction of the Operations Lead, your main goal is to help the office function more effectively. Your role intersects with all 20+ members of the TAF team, and you work effectively with others to reach a common goal. You are adept at many tasks – troubleshooting computer problems, managing multiple calendars and meetings, organizing files, planning special events, and booking travel arrangements all come easily to you. If you’re not sure how to do something, you have the curiosity and initiative to effectively solve problems. A master multi-tasker, you’re able to adapt and respond to changing conditions and manage a variety tasks and priorities while still meeting deadlines.

Your work will be focused on these key activities:

Office management: Manage day-to-day office functions including mail/couriers, inventory and purchase of supplies, and coordination of services; act as the first point of contact for external inquiries; provide IT support, including basic trouble-shooting (hardware and software), equipment maintenance and renewal, and systems improvements; organize, update and maintain corporate information in electronic and paper formats as appropriate; support the development and ongoing maintenance of office policies and procedures.

Administrative support: Schedule external meetings and travel bookings, and format documents for TAF’s CEO and senior staff members; coordinate external events for TAF’s core teams; input and regularly update grant and internal project files in the TAF database, format committee packages, and coordinate grant payments for TAF’s Grants and Programs team; collect investment-related reports, insurance renewals and other required documentation, format committee packages, and maintain internal project accounts for TAF’s Impact Investing team; update signatory lists, and support other finance-related administration processes as needed for TAF’s Finance Team.

The kind of candidate we’re looking for

  • Previous experience in a hands-on administrative support role in an office environment;

  • Demonstrated use of computer technology including Microsoft Office (Word, Excel, PowerPoint and Outlook), virtual meeting platforms (Zoom, WebEx, MS Teams), and hardware (printers, scanners, projectors, etc.);

  • Excellent time management skills and the ability to be flexible and prioritize work;

  • Attention to detail and problem-solving skills;

  • Excellent written and verbal communication skills, interpersonal skills, cultural sensitivity and problem-solving skills

  • Design sensibility and ability to stay ‘on brand’ when developing and editing documents;

  • Adaptable, flexible, and able to work on a diverse team, with different management and communication styles

  • Self-starter; able to work remotely and independently, but seek guidance as necessary;

  • Demonstrated passion for climate action or urban sustainability issues an asset.

We strive to build a team that reflects the diversity of the community we work in, and encourage applications from all groups, including women, visible minorities, Indigenous peoples, people identifying as LGBTQ2S*, people with disabilities, and others. If we can make this easier through accommodation in the recruitment process, please let us know by emailing jobs@taf.ca

Role posted - 2020-09-09T16:52:43Z 12:52pm, 9th Sep 2020 EDT

Start now, finish later

  • Your application will be reviewed blind, to ensure fairness
  • You won't need a CV/résumé

Closes: 11:59pm, 26th Oct 2020 EDT

We'll email you a link to your application page so you can get back to it later.

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