Come work with us! Sustain Ontario is seeking a highly motivated individual with a passion for food systems work to join our team as the Administrative and Program Assistant. This is a full-time, salaried position with comprehensive benefits, based at our Toronto office location.
Administrative and Program Assistant
About Sustain Ontario
Sustain Ontario – The Alliance for Healthy Food and Farming is a province-wide, cross-sectoral alliance that promotes healthy food and farming. Our mission is to provide coordinated support for the development of food systems throughout the province that are healthy, equitable, ecological and financially viable through collaborative action. We envision food systems throughout Ontario that are healthy, ecological, equitable and financially viable.
Role Description
The Administrative and Program Assistant’s main responsibilities include; general office duties and providing support to programming. The Administrative and Program Assistant reports to the Executive Director.
Key Activities
Program Support
Logistic support for programs including but not limited to: Scheduling meetings, booking venues, A/V booking and support, volunteer recruitment and management, making travel arrangements for participants, handling paperwork for expense claims and bursaries by participants, managing the cash box on site, and management of any inventory and supplies needed.
Support webinars and webcasts run by and in collaboration with Sustain Ontario (i.e. setting up online registration, coordinating test runs, technical facilitation of events)
Support Program and Communications Coordinator in development and desktop publishing of reports and marketing collateral using Adobe Creative Suite and Canva
Support content creation for the organization’s bi-monthly, weekly and members-only newsletters
Support content creation and promotion of blogs, member news/events and working group pages
Maintain the organization’s websites and social media by reading and responding to posts
Report and analyze website and social media performance via Google Analytics, Hootsuite and other tools as needed
Support dissemination of letters to decision-makers (occasional) including contact list management
Maintain media archive and media contact lists
Support creation of membership marketing collateral and connect with prospective members
Maintain and troubleshoot membership and contact management system
Process new memberships, renewals and supporter giving via Membee
Administrative
Communicating with the general public, members, and others via telephone, fax and email.
Direct calls and respond to inquiries
Greet and assist walk-ins
Sort incoming mail, faxes, and courier deliveries for distribution
Prepare and send outgoing faxes, mail, and courier parcels
Forward incoming general e-mails to the appropriate staff member
Forward voice mail from the general mailbox to the appropriate staff member
Support internal communication systems (Google Drive, calendars, etc.)
Track and streamline communication tool use and subscriptions.
Maintain Office Files
Take minutes at meetings and distribute minutes when needed
Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
Purchase, receive and store the office supplies ensuring that basic supplies are always available
Code and file material according to the established procedures
Update and ensure the accuracy of the organization’s databases
Back-up electronic files using proper procedures
Provide secretarial and administrative support to management and other staff
Make travel, meeting and other arrangements for staff
Coordinate the maintenance of office equipment
Maintain confidential records and files
Accounting support (submitting staff expenses and invoices to QuickBooks Online preparing PayPal transfer reports)
Process cheques and invoices, make bank deposits
Maintain Petty Cash
Assist Executive Director in maintaining his schedule for internal and external meetings, and travel.
Perform other related duties as required
Qualifications
Post Secondary Education in Office Administration, Social Sciences, Environmental Studies, Agriculture, Public Policy, or other related fields;
Experience working in an office setting;
Experience working within the not-for-profit sector/community-based organizations;
Highly motivated, passionate about food systems policy and able to work both independently and in a team;
Experience in knowledge translation, communication or network based programs an asset;
Ability to multi-task, manage deadlines and thrive in a fast-paced environment;
Highly organized with strong administrative skills;
Professional and responsible with sensitive and confidential issues;
Strong basic computer skills including MS Office, web and social media. Familiarity with WordPress, Wix, Hootsuite, Google Docs and Google Drive an asset;
Design skills and familiarity with Adobe CS an asset
Superior verbal/written skills, public relations, communication, problem-solving and interpersonal skills; Bilingualism an asset.
Position Details
Salary range: $30,000-$32,500 plus comprehensive benefits
Anticipated start date: Mid-October
Full-time position based at our Toronto office location
How to Apply
In one PDF containing your resume and cover letter, please include your responses to the following questions:
How did you hear about this position?
What interests you most about this position?
Based on our qualifications, why are you a strong candidate?
Briefly tell us about your current/most recent job. Why are you looking for a change?
Application Deadline is September 30th. In one PDF, please send your resume and cover letter with your responses to the above questions to:
opportunities@sustainontario.ca
For more information about Sustain Ontario, please visit sustainontario.ca
Our sincere appreciation to all those expressing interest in the position, however, only those applicants invited for an interview will be contacted.
We will accept applications until the position is filled. No recruiters please.