Administrative Assistant

Toronto Pan Am Sports Centre Inc. • Full-time • Scarborough, ON, CA • 5d ago

Administrative Support Specialist

Toronto Pan Am Sports Centre Inc. is currently seeking a full-time Administrative Support Specialist to join our team!

The Administrative Support Specialist is a key support role for the Toronto Pan Am Sports Centre Inc. Head Office, reporting to the Executive Business Administrator. This position involves a range of administrative and coordination tasks that are essential for the smooth operation of both office and sport-related activities within the organization.

Key Responsibilities:

· Administrative Support: Manage calendars, schedule meetings, and coordinate travel arrangements for employees as assigned. Create accurate documentation and maintain confidential records. Draft business proposals based on working notes from program team.

· Finance Administration: Assist the Business Administration (Finance) team with various administrative tasks, including downloading and organizing vendor invoices, helping to prepare and send invoices to customers in a timely and accurate manner, posting updates to the company’s accounting system, reconciling cash receipts in collaboration with Finance team members, organizing and maintaining record of credit card purchases, and assisting with ad-hoc financial projects as assigned.

Communication Management: Handle incoming calls, emails, and correspondence, ensuring timely and professional responses and provides assistance to our Business Development department and other designated staff related to communications.
Document Preparation: Draft, proofread, and distribute reports, memos, and other documents as needed.
Record Keeping: Maintain and organize filing systems, databases, and records (electronic and physical).

· Office Coordination: Order supplies, oversee equipment maintenance, and support general office operations. Maintain all standard operating procedures for all business administration space throughout the building. Conduct research and perform comparison of products for cost-savings for various departments; collect and distribute mail and arrange for courier services. Maintains kitchen supplies, organization and general housekeeping of kitchen and other designated spaces.

Event Assistance: Assist in planning and organizing company events, meetings, and other activities.
Project Support: Provide administrative assistance for special projects and meeting deadlines in a timely manner.
Meeting Coordination: Schedule meetings, prepare agendas, manage logistics, and document minutes to ensure efficient collaboration between participating parties.

· Reception: Greet visitors, answer calls, and handle inquiries professionally, ensuring a welcoming and organized front desk experience.

Other: Other duties as assigned.

What We Need From You:

Completion of a college diploma or an acceptable equivalent combination of education and experience;
Minimum of three (3) years of experience successfully coordinating office processes;
Excellent computer skills and proficient in using MS Office (Microsoft Excel, Word, PowerPoint and Outlook);
Familiarity with accounting software and processes is considered an asset;
Excellent interpersonal, organizational, and problem solving skills;
Strong written and verbal communication skills;
Expert in coordination of meetings, workshops, and calendar maintenance;
Strong customer-service skills including flexibility and patience to deal with diverse clientele in a professional manner;
Accuracy and meticulous attention to detail;
Demonstrated ability to prioritize and manage competing tasks during stressful peak periods and to meet deadlines;
Ability to maintain strict confidentiality; and
Ability to work both independently with minimal supervision and cooperatively with other team members.
A Vulnerable Persons police record check will be required for the successful candidate

At the Toronto Pan Am Sports Centre Inc. We Can Offer You:

· A Comprehensive Benefits Package including Medical, Dental, Vision, Life, AD&D Insurance, Disability coverage, and Travel Insurance

· Employer RRSP Contribution

· Complimentary Fitness Centre Membership

· Training and Development including Education Assistance Reimbursement

· Employee Assistance Program

· Experience in working large scale events, tournaments, and competitions

· Corporate Events

· Staff discounts on items such as mobility, clothing, events, etc.

How to Apply

Please submit your cover letter, resume and salary expectations to the attention of: Executive Business Administrator by December 30, 2024.

Our History:

A legacy of the 2015 Toronto Pan Am and Parapan Am Games, Toronto Pan Am Sports Centre is operated by a corporation co-owned by the City of Toronto and the University of Toronto. The world-class facility was the largest sport new build for the Games and the largest infrastructure investment in Canadian amateur sport history. The center provides a wide range of services for various user groups, including recreational and community groups, university students, fitness enthusiasts, and high-performance athletes. Its extensive facilities feature two internationally sanctioned 10-lane, 50-metre pools, a dive pool, and dry-land dive training areas. It also includes a four-court gymnasium, a rock-climbing wall, an indoor running track, conditioning rooms, studio spaces, and a state-of-the-art fitness center for members.

Additionally, the Canadian Sport Institute Ontario (CSIO) is located in the Toronto Pan Am Sports Centre, offering leading-edge sport science and sport performance services. The facility first opened in September 2014 to a variety of users, including the University of Toronto community, City of Toronto programs, and high-performance athletes. For more details, you can visit their official website at www.torontopanamsportscentre.ca.

Toronto Pan Am Sports Centre Inc. is committed to creating an inclusive and diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, marital status, family status or disability.

Toronto Pan Am Sports Centre Inc. will provide, on request, accommodations for disabilities to support your participation in all of our Recruitment Process.

We thank all applicants that apply, however only those being considered for an interview will be contacted.

Toronto Pan Am Sports Centre

875 Morningside Ave, Scarborough, ON, M1C 0C7

Job Type: Full-time

Expected hours: 37.5 per week

Benefits: