City : Toronto

Category : Business Operations

Industry : Real Estate and Rental and Leasing

Employer : Toronto Community Housing Corporation

What we offer

In addition to a competitive salary and a rewarding career where you can truly make a difference, we offer a comprehensive package that meets the various needs of our diverse employees, including:

• Ability to participate in inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities;
• Minimum three (3) weeks of paid annual vacation days, increasing with years of service;
• Four (4) paid personal days;
• Defined benefit pension plan with OMERS, includes 100-per-cent employer matching;
• Health and dental benefits, including a health spending account available upon your start date;
• Employee and family assistance program;
• Maternity and parental leave top up (93% of base salary);
• Training and development programs including tuition reimbursement of $1500 per calendar year;
• Fitness membership discount.

 
This job offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will allow you to work some days at a TCHC work location and the rest of the time from home. The amount of time required to work at a TCHC work location is flexible, while considering operational and service delivery requirements.

Make a difference 

Reporting to the Chief Operating Officer, the Executive Advisor provides sound senior level administrative services, project management and Operations support to the Chief Operating Officer (COO) and Operations Senior Leadership team, including preparing correspondence, reports, presentations, researching and compiling data, transcribes and distributes minutes and collaborates with internal and external individuals. This role is expected to handle a wide range of project management, administrative and executive support related tasks and will be extremely well organized, very detail oriented, flexible and able to deal with competing priorities. The individual in the role will demonstrate highly developed communication and customer service skills and possess tact and good judgment in handling highly confidential and sensitive information.
 

What you’ll do
 

Tenant Escalations

• Receives tenant escalations for various issues relating to tenancy, including (not limited to) arrears, evictions, transfers and anti-social behaviors.
• Arranges contact with tenant and collaborates with internal stakeholders to determine solutions and recommended courses of action, and implements changes and decisions.
   

Project Management

• Manages projects within the Operations division, such as the annual budget submission process, ensuring timelines are met, deliverables are communicated to project    participants, and progress continues and maintains momentum
• Develop RFQ and scope of work for projects
• Develops and drives project timelines to meet objectives and established delivery dates, determines what tasks will be completed and the timelines within the project
• Provides regular communications and updates on projects to relay updates, timelines and barriers and communicate actions and next steps
• Analysis of data to identify trends, recurrence and patterns to support decision making at the Executive and Operational level
• Prepares research and develops briefing notes and speaking notes for the executive
   

Strategic Advice and Support

• Engage with various members of the operations team to provide strategic advise on reports, responses and activities.
• Proactively maintained relationships with various stakeholders, internal and external to provide advice to the COO on current concerns and trends.
   

Administrative Support and Managing Schedules

• Arranges meetings and travel when necessary by developing itineraries and agendas. Monitors and manages complex schedules accommodating urgencies and daily shifts and changes as they arise.
• Collects information and research and prepares correspondence on behalf of the COO. Requests vary and include a wide range of internal and external contacts.
• Briefs the regional administration team on upcoming changes and supports change management.
• Maintains strict confidentiality with respect to the corporation and its individuals.
• Assists in the preparation, review and monitoring of division submissions and reports going forward to the Board of Directors under the direction of the COO.
• Provides ongoing administrative support to Director level within the Operations team where dedicated administrative support roles to not exist.
• Conducts scheduling analysis for board meetings and makes recommendations to support data reports.
• Maintains inventory and supplies.
• Assists with the administrative processing of system activation, de-activation and onboarding, while following TCHC policies and procedures while maintaining a high level of confidentiality.
   

Meeting/Event Management

• Prepares and drafts minutes, and correspondence including memos, letters, reports, statistical summaries. 
• Generates customized presentation material.
• Organizes and coordinates divisional events, functions and team building. 
• Participate in various public facing events on behalf of the COO and bring greetings on behalf of the COO.
• Plans, prioritizes and manages multiple calendar tasks to ensure deadlines are met.
  
   

Payroll

• Preparing and entering payroll for the division Senior Management team. including tracking vacation bank statements within a prescribed payroll period. 
• Monitoring approvals to ensure compliance with corporate policies and procedures and internal auditing guidelines.
• Sends calendar invitations to remind others of vacation absences.
  
   

Information Management and Customer Service

• Provides comprehensive information to internal and external stakeholders regarding the division’s operations and internal procedures.
• Builds and maintains relationships with divisional staff and senior leadership, and requests reports, and information from other divisions.
• Anticipates and provides information and responds to inquiries from various internal and external stakeholders i.e. Senior Managers, Executive Leadership, Committee and Board Members, Executive Assistants, Managers, Staff, tenants, City Councilors and their staff, and other Internal and External Clients.
• Conducts research, analysis and compiles statistical information.
• Generates reports, tables, graphs, spreadsheets and charts and makes recommendations associated with the data collected. 
  
   

Records Management

• Maintains company’s correspondence, records and data.
• Establishes, manages and maintains manual and electronic files and records.
• Maintains reporting against division’s budget and reports to finance.
• Provides administrative support for budget preparation.
• Maintains employee expenses and reconciles credit cards.
• Maintains petty cash and receives, tracks, codes and itemizes invoices in accordance with organizational policies, procedures and budget availability, prior to submitting for processing.
  
   

What you’ll need

 

• Post-Secondary Degree or College Diploma or Certificate in Business Administration or relevant field, or a combination of education and/or administrative experience in a corporate environment.
• Minimum of 5 years progressive administrative experience.  Experience supporting the Operations function is an asset.
• Experience and high level of proficiency using a variety of software packages including MS Word, Excel, PowerPoint and information databases to prepare correspondence, documents and generate reports.
• Superior time management skills working with a high degree of independence, utilizing tact and good judgment in the communication and processing of information to support the COO.
• Ability to work independently with little supervision and also as a member of a team.
• High attention to detail with a strong financial acumen and demonstrated project management skills.
• Excellent oral and written communication skills.
• Excellent customer service skills and political acumen to respond to enquiries from a variety of internal and external stakeholders and from individuals of diverse language and cultural backgrounds.
• Ability to manage a large volume of highly confidential and sensitive information concerning, but not limited to, employee and labour relations and sensitive political and internal issues in a timely manner.
• Possesses strong interpersonal skills, negotiation, analytical and problem-solving skills.

 
What’s next

Once you apply, we’ll review your resume and contact you if we believe your skills and experience will make you successful in the role. If you are selected to move forward, the process will include one or more interviews and/or assessments and reference checks.