Administrative Support Secretary

Department of Culture & Arts and the Department of Heritage & Spiritual Care has an opportunity for a Administrative Support Secretary

TEMPORARY PART TIME, DAYS

Position Type:
Temporary Part-time

Length: 12 months

Shift Type:
Day, no weekends (subject to change)

Hourly Pay Rate: $31.60 -$33.50

Bi-Weekly

Hours:

42 Hours

Posting Number: 9623

Union:
Non-Union

Date Posted:
February 12, 2026

Internal Closing Date:
February 20, 2026

The Department of Culture & Arts and the Department of Heritage & Spiritual Care advance Baycrest’s holistic vision of health and well-being by delivering arts, cultural, heritage, and spiritual care programs and services that enrich the lives of older adults across the campus. Grounded in Baycrest’s Jewish heritage, we also uphold an inclusive community of care—respecting and responding to the diverse cultural, spiritual, and religious needs of all residents, patients, clients, families, staff, and volunteers.

Together, the departments oversee Music and Art Therapies, spiritual care, the Morris & Sally Justein Heritage Museum, an art collection, the Creative Arts Studio, cultural programming, Jewish heritage services, ceremonies, and activities, along with support for Holocaust survivors.

We are seeking a highly organized, experienced Administrative Secretary to support both departments with administrative activities. This is a role that enables the smooth planning and delivery of a wide range of programs and services. The position requires strong organizational skills, excellent interpersonal judgment, and the ability to work collaboratively with multiple Baycrest teams and external partners while managing competing priorities with professionalism and discretion.

• Provide administrative and secretarial support to leaders and staff across Culture & Arts and Heritage & Spiritual Care.
• Draft, edit, format, and distribute confidential correspondence, reports, presentations, contracts, and other documents.
• Manage calendars and scheduling, including meetings, concerts, and vacation tracking.
• Provide reception coverage: respond to phone/email inquiries and triage requests.
• Maintain electronic filing systems; track documents/spreadsheets and support record retrieval.
• Support finance/operations: purchase requisitions, expense tracking/reconciliations, and invoice processing.
• Support payroll administration, including ensuring that timesheets are submitted accurately and on time.
• Order and manage office and program supplies and support day-to-day office operations.

• Post-graduate education specifically in Administrative Studies or a related field or equivalent
• Excellent interpersonal, organizational, and communication skills
• Experience providing excellent administrative support in a complex, fast-paced setting
• Proficient computer skills, including Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and virtual meeting tools
• Strong collaborative, analytical and problem‑solving skills
• Ability to handle sensitive and confidential information with professionalism and discretion
• Experience supporting program logistics (e.g., scheduling, vendor coordination, and room bookings)
• Calendar management skills, including coordinating meetings across multiple internal teams and external partners
• Strong customer‑service orientation and comfort interacting with various stakeholders
• Ability to take initiative, anticipate needs, be flexible and adaptable, as well as follow through reliably on multiple concurrent tasks
• Experience supporting procurement processes, including purchase orders, invoice tracking, and expense reconciliation

Baycrest puts people first, offering rewards and programs to support your health, well-being, and growth. (Eligibility varies by role and employment status.)

• Competitive pay
• Extended health and dental coverage
• Defined‑benefit pension plan (HOOPP)
• Paid vacation and statutory holidays
• Maternity and parental leave top‑up programs
• Employee and family assistance program (EFAP)
• On‑site fitness facilities
• Employee discount program
• Tuition reimbursement