Senior Administrative Associate

Job city: 
Job region: 
Greater Toronto Area
Application Deadline: 
Monday, July 24, 2017 - 11:00pm
Job terms: 


COSTI is a multicultural organization providing settlement, employment, rehabilitation and E.S.L. services to newcomers. For more information about COSTI, please visit our website at


  • Provides confidential senior level administrative services for Corporate Services and Executive office; maintains and updates files
  • Composes, types, formats, and distributes correspondence, meeting minutes, reports, presentations, documents and forms, using Microsoft Word, Excel, Access and PowerPoint
  • Assists in the preparation and coordination of agency contracts, general correspondence, and applications for funding; creates charts, lists and spreadsheets using Excel to support funding reports and proposals
  • Researches, compiles, reviews and summarizes data from reports and documents; compiles agency-based statistical and service data
  • Maintains and schedules appointments and activities for Corporate Services and Executive Office. Assists with organization and arrangement of meetings, including retreats and other meetings as required
  • Assists with the organization of the agency’s Annual General Meeting; including membership drive, and maintains the agency’s membership database in strict confidence; corresponding with members with respect to the Annual General meeting, membership renewal and other annual campaigns
  • Works with Executive office staff in all aspects of required planning for annual corporate and agency events – United Way Campaign, Women’s Conference, COSTI Fest, Employer Recognition Event; Golf Tournament, including: correspondence; data inputting, records management and payments; liaising with suppliers; producing statistical reports; etc.
  • Processes and tracks incoming donations, generates thank you letters and maintains electronic and hard copy records
  • Controls Agency stationary and promotional items stock levels and orders all Head Office supplies and Agency stationery; maintains stock, processes and monitors replenishment requests for stationery and agency forms from all COSTI locations
  • Compiles and maintains mailing lists and databases as directed by Executive office, including partner agencies, funding bodies, donors and public relations mailing lists
  • Provides phone support as required


  • Post-Secondary Diploma in Business Systems Administration or equivalent, from a recognized Community College, with three (3) years of experience in responsible/senior level administrative positions
  • Demonstrated advanced knowledge of Office applications, including Windows Vista, Microsoft Office Suite and Outlook. Typing skills: Minimum 60 words per minute
  • Experience in interacting with all levels and departments with an organization
  • Demonstrated exceptional written and verbal communication skills, with ability to communicate ideas and issues clearly, concisely, and accurately to a diverse target audience
  • Strong organizational skills, detail oriented, and ability to respond to multiple priorities and tasks, meeting deadlines successfully under pressure, with demonstrated analytical and problem solving skills and decision-making ability; requiring minimum supervision
  • Excellent interpersonal skills coupled with a strong customer service orientation in order to interact with courtesy and sensitivity to funders, partners, volunteers and agency staff
  • Demonstrated success in contributing to effective teamwork coupled with the ability to work independently in a high pressure, demanding environment,
  • Strong organizational skills, detail oriented, and able to handle multiple priorities
  • Willingness to work flexible hours.

Please note that a written and technical assessment will be administered to demonstrate both written and planning skills as well as proficiency with MS Office applications and Outlook at an advanced level.

This is a full-time non-union position scheduled to work 35 hours per week.
Start date: August 14, 2017
Salary range: $47,114 to $52,678 + Benefits
Location: 1710 Dufferin St. Toronto

How to Apply:

If you are interested, please quote Reference #95-17 and send your resume with a covering letter to:

Michael Politi
Manager, Staffing and Orientation
COSTI Immigrant Services
1710 Dufferin Street
Toronto, ON. M6E 3P2

Fax: 416-658-8537


COSTI encourages applications from individuals reflecting the diversity of our community. COSTI is committed to fair and accessible employment practices and when requested, will make reasonable effort to accommodate people with disabilities during the recruitment and assessment processes when filling positions.

Thank you to all applicants for their interest in COSTI. However, only candidates selected for an interview will be contacted. No telephone inquiries please.