Administrative Assistant - Pearson Airport

This is a Bargaining Unit Position.

All applications are reviewed by our hiring team. We do not use AI in the screening or selection process.

We advise all applicants with work permits that obtaining employment with Polycultural will not guarantee the approval of any application for Permanent Resident status and emphasize that Polycultural’s positions do not currently qualify under the government’s Ontario Immigrant Nominee Program (OINP) or Labour Market Impact Assessment (LMIA) initiatives.

About Polycultural

Be a part of Polycultural Immigrant and Community services! Founded in 1993, Polycultural is dedicated to hosting an open and inclusive environment for all. We are a multicultural melting-pot perfectly reflecting Canada’s diversity. We are like a family, have a culture filled with care and genuine connection with a very inclusive environment for all. With a diverse range of programs and services, we help individuals and families build a brighter future in Canada. Serving clients from over eight different locations across the GTA and Orangeville in more than 20 languages.

Scope

Reporting to the Program Manager POE, this role requires a candidate who is tech-savvy and pays great attention to detail, and has excellent time management and organizational skills. The ideal candidate should demonstrate a high level of professional maturity and judgment, and should have the ability to identify/anticipate the needs of the program’s team and clients. The primary responsibility of this role is to provide support to the Program Manager to ensure that Polycultural’s goals and objectives are accomplished and that operations run efficiently.

Responsibilities

• Manage official correspondences both written and verbal to different stakeholders
• Prepare various materials when requested, using PowerPoint, Word, and Excel
• Monitor, update, and report urgent messages for the Program Manager
• Conduct extensive online and offline research as requested
• Maintain programs’ stakeholder’s contacts and update it regularly
• Responsible for keeping records of all travel arrangements, including hotel accommodations, airline reservations, etc.
• Keep all records and documentation for winter clothing distribution
• Organize all the filing and e-filling of the office
• Track office supplies and prepare purchase orders for Airport Terminal 1 and the Four Points offices when needed
• Maintain calendars and manage the schedules of staff – arrange, coordinate, and prioritize complex scheduling and logistics
• Arrange special meeting facilities (e.g. food, PC projector); send meeting confirmation emails; prepare and distribute meeting materials
• Provide telephone coverage to the office – take accurate messages and handle urgent calls with appropriate judgment
• Handle all incoming and outgoing mails
• Ability to work as part of a team and under tight deadlines
• Maintain working relations with agency programs and partner agencies
• Provide accurate reporting for supervisor
• Actively participate in the professional development initiatives
• Other duties as assigned

Competencies

Planning & Organizing/Time Management

Sets priorities, goals, and timetables to achieve maximum productivity.

Communications

Using a variety of communication styles and strategies to foster open communication and the exchange of information and discussion on an ongoing basis.

Technical Expertise

Applies and improves extensive or in-depth specialized knowledge, skills, and judgment to accomplish a result or to accomplish one's job effectively.

Professionalism

Thinks carefully about the likely effects on others of one's words, actions, appearance, and mode of behavior.

Self-Management

The ability to manage your own actions effectively and responsibly, well-being and time to achieve organizational goals, self-improvement, and personal growth.

Qualifications

• College/University diploma/degree in Administration or a related field is preferred
• At least 2 years’ experience working as an Administrative Assistant in a fast-paced environment
• Expert proficiency in Microsoft Office and databases
• Excellent written and verbal communication, as well as good facilitation skills
• Possess outstanding problem-solving skills
• Ability to communicate clearly and concisely (verbal and written)
• Must possess the skills to maintain the highest level of professionalism when speaking with clients/stakeholders on behalf of the Executive Team
• Ability to operate independently and collaboratively with a strong, dynamic working style
• Good understanding of group dynamics and employee/employer
• Flexible and results-oriented approach to work within a relatively structured environment with multiple sites
• Demonstrate ability to build relationships and quickly gain credibility
• Ability to maintain strict confidentiality and handle sensitive employment issues
• Good analytical and critical thinking skills combined with common sense
• Proven time management and organizational skills to manage competing priorities

Other requirements

• A satisfactory Vulnerable Sector Police Check (completed when offer is made)