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About the Role

The Support Services Administrator provides high-level executive support, coordination, and manages departmental activities to ensure effectiveness within the Tenant Services Leadership. This role is central to managing complex workflows, preparing leaders for engagements, and ensuring seamless coordination across the leadership team. The position acts as a central point of contact, handling confidential information and contributing to strategic initiatives, data management, and process improvement.

Responsibilities

Serve as the first point of contact for requests to the Tenant Services Department requiring leadership attention.
Manage calendars for Tenant Services Leadership.
Schedule meetings with internal teams, partners, vendors, and other stakeholders.
Coordinate agendas, take meeting minutes, and follow up on action items.
Plan and book domestic/international travel for Tenant Services Leadership and management team.
Prepare detailed travel itineraries and troubleshoot travel issues.
Track travel expenses and manage timely submission of receipts and reports.
Support internal planning sessions, team offsites, and cross-functional meetings.
Maintain internal documentation, vendor records, and basic contract tracking.
Ensure timely alignment across teams by driving follow-ups on key initiatives.
Monitor email and internal threads to surface key priorities and blockers for Tenant Services Leadership.
Coordinate administrative and operational support to the department, ensuring compliance with internal protocols and legal requirements.
Provide administrative support for departmental portals, including setting up user accounts, orienting new users, and generating data reports.
Identify opportunities for process improvement and support workflow efficiency.
Collaborate with team members to support departmental objectives and ad-hoc administrative needs.
Support the department’s external communications, ensuring clarity and consistency.
Conduct research for vendors, venues, and partnerships to support leadership decisions.
Assist with presentation creation and internal communications.
Assist in coordinating projects as needed.
Prepare correspondence, informational materials, and presentations.
Ensure accurate word processing and circulation of reports, minutes, proposals, and other departmental documents.
Establish and maintain organized files and digital directories for departmental records.
Coordinate outgoing communications from the Director’s office, responding to information requests.
Initiate or follow up on compliance with Ministry or organizational requirements and conduct necessary research.
Coordinate scheduling and logistics for departmental and Director-level meetings, including preparation of materials and communication.
Receive and manage phone calls directed to the Director, responding to inquiries and maintaining an updated contact list.
Keep the Director informed of relevant funding agreements, Ministry directives, sector bulletins, and newsletters.
Handle incoming communications by assessing, summarizing, and routing information to appropriate internal parties.
Ensure the Director is consistently informed of relevant updates, serious issues, and departmental developments.
Generate data-driven reports for Tenancy Services Leadership to support decision-making and deadline compliance.
Gather departmental statistics and contribute to the development of summary reports.
Track and monitor Health and Safety inspection schedules.
Be knowledgeable about and act within relevant legislation, including the Occupational Health and Safety Act, Ontario Human Rights Code, Accessibility for Ontarians with Disabilities (AODA), Residential Tenancies Act (RTA) and Personal Health Information Protection Act (PHIPA).
Model organizational values, policies, and professional ethics, demonstrating commitment to the strategic direction.
Demonstrate active support for organizational direction and priorities.
Proactively engage in program and organizational change activities.
Model and promote a culture where everyone is accountable for meeting decisions and goals.
Identify and remove barriers to service excellence.
Demonstrate personal commitment and culture to wellness.
Embrace and demonstrate Neighbours’ values in actions.
Participate in a work culture of positive thinking, initiative, and creativity.
Commit to improving professional knowledge to recognize trends and issues and deal with them effectively.
Develop and maintain collaborative working relationships with allied community agencies and professionals.
Participate in community committees and internal Neighbours committees as required.
Ensure conduct is in accordance with the Standards of Practice and all applicable legislation.
Comply with policies of Neighbours, including those pertaining to the confidentiality of client information.
Represent the agency in a positive manner with clients, colleagues, and the community.
Participate in and represent the organization at external committees and forums as assigned.
Participate in internal committees as assigned.
Keep the manager informed and updated on relevant issues.
Attend regular supervision meetings with the Director of Support Services for work expectation review and performance evaluation.

Requirements

College Diploma or commensurate experience is preferred.
3-4 years’ proven administrative experience, preferable in a non-profit environment.
Demonstrated ability to self-start, prioritize multiple tasks, maintain attention to detail, and get things done with limited direction.
Demonstrated experience supporting multiple executives and navigating complex organizational dynamics.
Strong customer service orientation.
Troubleshooting and problem-solving abilities; able to exercise independent judgment and make good decisions.
Ability to build strong relationships across the company and to know when and how to involve others outside of own department.
Ability to handle confidential and sensitive materials.
A successful police record check for Vulnerable Sector is required.
Must be legally entitled to work in the country where this role is located.

Skills

Advanced knowledge and proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook).
Aptitude for new programs.
Flare for visual presentations using PowerPoint and similar programs.

Location

Office setting

Work Type

Full-time
Hybrid

Experience Level

3-4 years administrative experience

Education Level

College Diploma

About the Company

This position is being posted in response to an existing vacancy at Neighbours Community Homes.
Neighbours’ may use AI-based tools to assist in screening and assessing applicants for this position.
Accommodations are available upon request for candidates with disabilities.