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About the Role
Cycle Toronto is hiring an Outreach and Administration Assistant. This is a full-time contract that reports to the Executive Director and supports the Director of Partnerships and Engagement. The Outreach and Administration Assistant provides operational support for Cycle Toronto staff team, volunteers, and seasonal staff including assisting (including on-site) with public events and activities such as Bike Month, outreach events, and Bike Valet; as well as assisting with general office administration.
About Cycle Toronto:
For over 15 years Cycle Toronto has worked to make Toronto a healthier, safer and more vibrant city by advocating, educating and building support for policies, programs and infrastructure that encourage cycling as a legitimate mode of transportation. We do this by engaging a diversity of people in our work and building community to transform our city’s culture around how it views cycling as an important part of Toronto's active transportation network. We engage a diversity of people in our work, pursuing evidence-based solutions that make cycling a viable option for all Torontonians. We are supported by thousands of supporters and hundreds of volunteers who are dedicated to helping us achieve our mission.
We are a small staff team that gets a lot done by working collaboratively and supporting each other while managing multiple projects independently.
Terms of Employment
- Job title: Outreach and Administration Assistant
- Type: Full-time contract (40 hours/week including a 30 minute paid lunch break, or two 15 minute breaks)
- Contract dates: week of April 10 to week of August 21, 2023 (20 weeks) with possibility of extension
- Wage: $23.15/hour plus vacation.
- Equipment: A laptop will be provided for all required remote/office work and video calling. The successful candidate will be required to have a reliable internet connection if working from home, and will be expected to use their personal phone for meetings and offsite work. Reimbursement of up to $50/month for phone usage will be provided if it is determined that having access to a personal phone is needed to fulfill the requirements of the role.
- Location: Physical office located at 401 Richmond St, Toronto. We are currently a hybrid workplace with the option to work from home and at our office. While some of our work can be done remotely, the successful candidate is expected to live within the City of Toronto and be expected to work onsite occasionally depending on work deliverables.
- Hours: General availability between 9:00 am-5:00 pm or 10:00 am-6:00 pm during the work week. Flexible hours and timeshifting is expected at times (with time in lieu provided), as some availability after 5:00 p.m. on weekdays and occasional weekend work may be required depending on the event calendar and availability of volunteers.
- Deadline to apply: Applications will be accepted on a rolling basis, so applicants are encouraged to apply as soon as possible. Due to the timing of this contract, we cannot guarantee the opportunity for an interview for applications submitted after Friday, April 7, 2023. (see application process at the end of this posting for details).
Responsibilities
- Develop agendas and take notes/minutes for internal and external meetings and ensure follow-up on key action items.
- Manage team calendars, including booking meetings.
- Support the roll-out of a new database/CRM, ensuring that key data is accurately captured in the new system.
- Support coordination of event communications on various platforms (website, social media, newsletter), and with our partners.
- Track financial processes including filing signed agreements, issuing invoices, depositing cheques, receiving payments, and following up on outstanding payments.
- Support the coordination of Cycle Toronto’s annual programs and events such as Bike Month, Bike Valet, Cycle Toronto’s annual fundraising ride, cycling education workshops, and outreach activities.
- Assist with scheduling and provide support to part-time staff and volunteers at events workshops, rides, and Bike Valet.
- Ensure outreach and office supplies are maintained and assist with the preparation of outreach kits.
- Perform other general administrative tasks as needed.
Qualifications
- Work or volunteer experience within a non-profit/charity setting
- A commitment to the principles of equity, diversity, and inclusion
- Ability and desire to work with variety of stakeholders and people from different backgrounds
- Computer proficiency, including experience with Email and Google Suite products (eg. Google Docs, Sheets, Drive, etc.)
- Organizational skills, including the ability to prioritize multiple projects under competing deadlines with a strong attention to detail
- Flexibility, including a willingness to perform a variety of tasks in a team setting to maximize effectiveness
Assets:
- Direct experience working events and overseeing volunteers
- General knowledge of financial processes including budgeting, agreements, invoices & purchase orders, etc
- Experience with accounting and financial systems including Quickbooks, Dext, Plooto
- Experience with databases/CRMs
Additional Eligibility Criteria:
This role is supported by the United Nations Association in Canada’s Youth Break Barriers to Employment (YBBE) and is dependent on funding.
In order to be considered for this position, candidates must meet the following criteria:
- Be a youth, aged 15-30 years old at the start of employment
- Be eligible to work in Canada
- Be a Canadian citizen, permanent resident, or have refugee status
- Reside in Toronto, Hamilton, or St. Catherines (priority will be given to residents of Toronto)
- Be available to work full-time (at least 30 hours per week or more)
- Have been out of school for at least 6 months at the start of employment (exceptions may apply)
- Be available to start work on April 10
Cycle Toronto is committed to taking every precaution to protect the health and safety of its staff, volunteers and community. As such, we follow all Toronto Public Health Guidelines and expect all contractors to comply. It is strongly recommended that contractors stay up-to-date with COVID-19 vaccine doses, including any booster(s) when eligible.
Cycle Toronto is committed to equity and inclusion. Cycle Toronto encourages applicants who identify as Black, Indigenous, or as part of another racialized group, women, people with disabilities, people of diverse social classes, people with diverse gender identities, and people with diverse sexual orientations. Accommodation in the hiring process and during employment will be provided in accordance with Ontario’s Human Rights Code.
Application process
To apply, send your resume and cover letter in one PDF application outlining why this role at Cycle Toronto is of interest to you to [email protected] with the subject line “Outreach and Administration Assistant”. Applications will be accepted on a rolling basis, so applicants are encouraged to apply as soon as possible. Due to the timing of this contract, we cannot guarantee the opportunity for an interview for applications submitted after Friday, April 7, 2023. We will aim to hold video interviews over Google Meets. We thank all applicants for their interest but only those selected for an interview will be contacted.
