We are currently seeking the ideal candidate to fill the position of:
Executive Assistant & HR Generalist
ABOUT US:
The Palin Foundation administers the Toronto Metropolitan Student Centre (TMU-SC) along with Oakham House. TMU-SC is home to student unions, affiliated campus groups, The Eyeopener newspaper, Met Radio and the Good Food Centre. Inside Oakham House you’ll find the Office of the Ombudsperson, Oakham Café, The Met Campus Pub and a host of rentable venue spaces.
Mission
The Palin Foundation provides stable student employment, affordable and healthy food, a platform for advocacy, flexible space for student needs and a connection to community.
“FACES” of the Foundation
We operate with a mandate to provide:
Affordable and healthy food, a platform for advocacy, connection to a broader community, stable student employment, and flexible space that fits your needs.
Vision
A thriving, inclusive and independent student-led space.
Values
- Respect for all members of the Foundation’s community
- Integrity in service delivery, external partnerships and operations
- Accessibility by reducing barriers so everyone benefits from shared space
- Equity, addressing all forms of oppression
- Innovation in adapting to the needs of new student generations
POSITION OVERVIEW:
The Executive Assistant & HR Generalist is a dynamic role that works closely with the foundation’s management team and supports all staff. This role is responsible for organizing and managing high-level information, projects, and activities in the office in support of the foundation. The EA & HR Generalist will bring skills and competencies that support the four key areas:
- Assist the Executive Director with day-to-day activities & various projects
- Serve as the administrator to the company’s HRIS system, benefits plan and pension plan
- Run biweekly payroll
- Serve as a resource to all staff for HR related assistance and inquires Core to this role is:
- Support the ED and management team in calendar management, admin, and communication to internal and external contacts
- Serve as the administrator for benefits, payroll, and the pension plan for foundation staff, the Ombudsperson’s office and student unions
- Implement, communicate and enforce the foundation’s HR related policies and procedures
- Serve as the recording secretary to the foundation’s board of directors
- Maintain organized documentation by means of notetaking, tracking action items, and filing documents appropriately
DUITIES & RESPONSIBILITIES:
Supporting the Executive Director and Management team
- Manage the Executive Director’s calendar, coordinating multi-person and team meetings/events, and resolving scheduling conflicts with internal and external parties
- Act as a liaison between the ED and internal/external stakeholders, including partners, tenants, university staff and team members
- Attend meetings alongside ED for notetaking and to ensure decisions are actioned before and after
- Arrange and prepare materials for meetings, including calendar invites, agendas, minutes and follow-up actions
- Enhance and maintain document and project management system(s) and act as SharePoint, Humi and Asana administrator
- Assist the ED and management team with special projects, ad-hoc assignments by maintaining project timelines, track progress, and providing regular updates to ensure objectives are met
- In consultation with the ED, provide support to the Board of Directors by means of: handling all logistics for Board meetings and events; developing, compiling, drafting and distributing agendas, Board reports and Board packages; Board communications; recording minutes at Board meetings, ensuring they capture the essence of deliberations and highlight decision points and actions; ensuring consistent compliance with the Board By-Laws, and other legislation and policies regarding Board matters
- Work with ED to develop and refine announcements and communication to the staff
- Serve as an editor for the ED
- Reflect the culture and values of the foundation, as well as consistently maintain a high level of confidentiality and discretion, through all work and communication
Administration, Compensation & Benefits
- Facilitate biweekly payroll o Collect and organize all employee special notes for that week’s payroll, including; time-off, wage changes, new hires, long shifts, overtime, statutory holidays, resignations, reimbursements, CAAT remittances
- Work with the management team to review timesheets o Consolidate unionized staff’s timesheets and special notes for each payroll in excel
- Transfer the summarized excel spreadsheet into the payroll system o Properly file all documentation of changes to payroll in SharePoint for audit purposes
- Oversee the payroll email and answer all employee inquiries about their payroll o Serve as the liaison between the foundation and the payroll service provider o Communicate and record annual T4’s to current and former staff
- Administration o Record and maintain employment records, including employment contracts, tax forms, work/study permits, etc. in SharePoint and Humi
- Implement new formatting and enforce administrative hygiene across all company documents
- Onboard and support the foundation’s staff with the HRIS software, Humi, and project management system, Asana
- Assist in software implementation, updates and transfers, when applicable o Order office supplies routinely for staff needs
- Benefits o Liaise with the foundation’s benefits provider for inquiries based on coverage o Enroll new hires in the benefits plan in accordance with their start date/end of probation
- Terminate employee’s benefits at the end of their employment o Routinely update employee profiles recording all personal and employment changes (coverage changes, leaves of absence, salary changes, address changes, contact information updates, changes to dependents, etc.)
- Serve as a resource to answer staff’s questions regarding their benefit entitlements and claim support
- Pension
- Serve as the liaison between the foundation and the pension provider for inquiries based on entitlements and remittances
- Enroll new hires in the pension plan in accordance with their start date/end of probation
- Serve as a resource to answer staff’s questions regarding their pension o Submit monthly remittances to our finance team and the pension provider
Human Resources
- Provide guidance and support to all staff on human resources administrative queries including human resources policies and procedures
- Ensure all administration is completed accurately and efficiently completed to meet specified deadlines
- Function as a liaison between Benefits/Payroll/IT and employees, advising employees on eligibility, coverage and other matters
- Serve as a point of contact for staff, responding to employee requests and inquiries in accordance with the Collective Agreement
- Support discipline, investigation and grievance process ensuring proper steps are taken and participate in interviews and recording necessary documentation
- Support hiring managers with the full-cycle recruitment process from the pre-planning stage to hire o Ensure that the recruitment process aligns with the collective agreement o Assist in the creation of job descriptions
- Post the job description on our website and an announce the posting on 7shifts to the staff
- Support hiring managers in reviewing resumes o Schedule interviews when necessary o Conduct reference checks when necessary o Circulate and file employment contracts
- Ensure new hire completes the new hire package and is properly onboarded into the necessary company software accounts, payroll and benefits
- Onboarding new hires including coordinating onboarding plans, equipment, announcements and access
- Conduct exit interviews with all departing employees and offboard them from company access
- Maintain, track, update and accurately keep inventory of all HR call files, grievance, arbitration and collective agreement and negotiation files in a timely manner
- Participate in and support special projects as assigned collaborating with crossfunctional teams to drive project success
- Support the development, and maintenance of human resources policies, procedures and manuals to ensure compliance to all relevant HR legislation
- Participate in union bargaining
JOB QUALIFICATIONS
- Completion of a post-secondary degree in a human resources, office administration, or a similar program
- A minimum of 2 years of experience working as an executive assistant or in human resources
- Bonus Points:
- Experience with employment standards and practices in a unionized environment o Experience working at a non-for-profit or charity o Experience working with a board of directors o Experience working with a predominately young workforce (ages 18-24)
Required skills & demonstrated knowledge
- In-depth knowledge of HR practices and employment legislation
- Excellent verbal and written communication and consultative skills
- Strong organizational and planning abilities, with the capacity to manage multiple priorities
- Demonstrated ability to work collaboratively in a team environment
- Strong knowledge of Microsoft Office Suite (Word, PowerPoint, Excel) and Mac Platforms
- Comfort with handling confidential materials
- Willingness to approach your work with compassion and empathy
Physical Effort & Working Conditions
- This position requires routine physical activity. The incumbent is frequently using a computer/technology while composing and preparing reports, documents and letters for extended periods of time. Physical movement may also be required for extended periods of time while participating in special events
- The majority of the incumbent's time is spent in an office environment. The incumbent is required to meet multiple and conflicting deadlines on a regular ongoing basis
COMPENSATION & CULTURE:
Position Title: Executive Assistant & HR Generalist
Department: Executive Director’s Office
Base Salary: $60,000, annually
Benefits: Extended health and dental benefits, and access to defined benefit pension plan (CAAT); after successful completion of probation period; 2 weeks paid vacation + paid winter shutdown per year; monthly cellphone reimbursement; 18 wellness days (medical, personal, sick)
Contract Type: Full-time, Permanent
Tentative start date: March 2026
Supervisory: This position reports directly to theExecutive Director
Location: Onsite, with flexibility for remote work
Don’t meet every single requirement? We strongly encourage you to still apply! At The Palin Foundation, we are committed to creating a diverse and inclusive environment. We encourage your application even if you don't believe you meet every single qualification outlined – part of our organizational ethos is the development and building of capacity within our team.
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT:
The Palin Foundation is committed to employment equity and the creation of a staff group that reflects the community that we serve. As such, we do not discriminate in hiring or terms and conditions of employment because of an individual’s race, ancestry, colour, place of origin, religion, gender, gender identity, national origin, citizenship, age, disability, sexual orientation, family status or marital status, or any other protected category recognized by provincial or federal laws. We strongly believe that alleviating the under-representation of equity-seeking individuals will create a stronger team and allow us to better serve the needs of our diverse community.
Should you require any accommodation, please inform us and we will work with you to meet your accessibility needs. For any accessibility-related assistance, requests for information in accessible alternative formats or to report any accessibility problems, please share in your application.
SUBMITTING YOUR APPLICATION:
Please submit your application by email to jobs@tmusc.ca with the subject line “EA & HR Generalist Application”. In your application, please include a resume and cover letter that demonstrates your fit for the position. Applications are accepted and reviewed on an ongoing basis until the position is filled. The Palin Foundation thanks all those who apply; however, only candidates considered for an interview will be contacted. Learn more about the Palin Foundation by visiting https://www.tmustudentcentre.ca/about/about-tmu-student-centre
