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Royal Ontario Museum Governors

ADMINISTRATIVE ASSISTANT


Posted On: July 4, 2022
Closing On: August 5, 2022

Location: Toronto, Ontario
Effective: When available
Employment Type: fulltime
Level: intermediate
Salary Range: $44,000 to $66,000 per annum plus benefits


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ADMINISTRATIVE ASSISTANT

(Permanent Full-Time)

ROM GOVERNORS

ROM Governors works in tandem with ROM – Canada’s world museum – to engage philanthropic and sponsorship support that advances ROM’s vision and mission. In addition to being a busy, fast-paced environment where we are committed to excellent donor and volunteer experiences and services, we get to explore, discover and learn from collections and exhibitions – and the wonderful people who bring them to life! There are many reasons it’s great to work with ROM Governors, ranging from competitive compensation and benefits to the opportunity to develop, grow and take on new opportunities and challenges!

ROM Governors is recruiting a highly organized, reliable and flexible, positive-thinking individual to provide critical administrative support across all ROM Governor units.

PRIMARY OBJECTIVE OF POSITION:

The Administrative Assistant’s strong organizational and communication skills are critical to the team’s day-to-day and long-term success. Efficiency, accuracy and reliability are essential qualities that will ensure our shared success.

PRIMARY RESPONSIBILITIES:

Office Administration

You will be responsible for activities that include:

  • representing ROM Governors professionally and efficiently as the first point of contact for general and specific email, telephone and mail inquiries and directing the inquiries to the appropriate individual/team;
  • scheduling and managing the technical requirements of staff and leadership meetings;
  • managing the day-to-day running of the office, including office and hospitality inventory, technology management and upkeep, processing credit cards and invoices, processing of staff and volunteer expenses and invoices, meeting room scheduling and set-up for donors and volunteers, staff holiday scheduling, mail management;
  • providing support to ROM Governors staff as they enter or leave the organization using established onboarding/offboarding processes and procedures;
  • supporting other administrative assistants during peak time, vacation, planned and unplanned out of office periods, such as vacation, personal/sick days and professional development;
  • providing regular back-up support to the Office of the President during peak donor and volunteer activities, such as travel, quarterly board and committee meetings and general meeting coordination;
  • acting as the office Health and Safety Representative and Fire Warden; and
  • proactively identifying office administrative processes improvements.

Donor Activity and Services

Regularly, and particularly during peak periods, you will support donor activity and services by:

  • processing donations in Raisers Edge (and subsequent upgrades);
  • ensuring timely payment of pledges directly or by prompting relationship manager follow-up;
  • project managing the distribution of annual tax receipts;
  • assisting when possible in assembling and distributing donor membership packages (Royal Patrons Circle/Young Patrons Circle) and tax receipts; and
  • supporting the execution of special events.

SKILLS AND KNOWLEDGE REQUIRED:

The Administrative Assistant should possess post-secondary education with two to five years of administrative experience. We seek someone who is meticulously organized with the demonstrated ability to work across portfolios, in a fast-paced environment and with competing priorities that require your tact and diplomacy to manage.

  • Enjoy the challenges of a fast-paced environment requiring flexibility and adaptability;
  • Work experience in a fundraising or finance department is a strong asset;
  • Excellent multi-tasking abilities to efficiently organize and manage a diverse range of assignments while meeting multiple deadlines, along with thorough attention to detail and consistent follow through;
  • Excellent verbal and written communication skills;
  • An appreciation of and commitment to process, accuracy and efficiency – while also appreciating the deadlines and responsibilities of others;
  • Strong MS Office skills (Word, Excel, PowerPoint) are essential and experience with The Raisers Edge and Sage will be an asset;
  • High degree of interpersonal skills, positive attitude and professionalism necessary to interact with donors, patrons, senior volunteers, senior Museum staff and other stakeholders;
  • Acknowledge an understanding of the vision, mission and values of the Museum and role of ROM Governors;
  • Resourcefulness, independence, strong work ethic and comfort with working in a team-oriented environment;
  • A flexible schedule which allows for after-hours events and meetings.

Reports to: Vice President, Operations

Starting Date: When available

Salary Scale: $44,000 to $66,000 per annum plus benefits

Application deadline: Until the position is filled

Please send your resume with a cover letter to:

Kelly Manchuk, Human Resources Assistant, Royal Ontario Museum Governors, 100 Queen’s Park, Toronto, Ontario, M5S 2C6; by email: careers@rom.on.ca (preferred) – please include # 2022-074 – Administrative Assistant, ROM Governors in the subject line.

At ROM Governors, we consider equity, diversity, and inclusivity to be foundational to our institutional success. We seek to foster a workplace that reflects the full breadth of the communities we serve and welcome applications from women, racialized persons/BIPOC, Indigenous/Aboriginal People of North America, LGBTQ2S+, and people with disabilities.

ROM Governors is committed to fair and accessible employment practices. Upon request, suitable accommodations are available under the Accessibility for Ontarians with Disability Act (AODA) to applicants invited to an interview.

The selected candidate will be required to participate in a Criminal Background Check conducted via Profile Investigation Inc.

COVID-19: ROM Governors recognizes its heightened duty to protect employees from health and safety risks during the current pandemic. As such, an offer of employment shall be conditional on proof of full COVID-19 vaccination with a vaccine series approved by Health Canada or the World Health Organization.

ROM Governors is an Equal Opportunity Employer. ROM Governors wishes to thank all who apply, however, only candidates selected for an interview will be contacted.