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Recruiting 'Administrative Assistant"

Gay Men’s Sexual Health Alliance (GMSH)

Administrative Assistant

Position Type:  Full Time

Job Region:  Ontario

Location: Toronto

About the GMSH: The Gay Men’s Sexual Health Alliance is a network of AIDS service organizations, whose mission is to support its members in building their own capacity, and the capacity among other service providers in their communities, to offer sexual health, HIV, and other services that meet the needs of cis- and trans-gender gay, bisexual, queer, two spirit and other men who have sex with men in Ontario.

Purpose of Position:  The Administrative Assistant will provide administrative support to the GMSH.  This will involve providing a variety of clerical functions including recording minutes, making travel arrangements, preparing expenses claims, scheduling and organizing meetings, coordinating mass mailings, developing and maintaining filing systems and responding to email and phone inquiries. 


  • Assist in coordination of meetings including the GMSH annual symposium. Events range in size from small meetings of 10 to large scale events of 100+ participants.
  • Provide logistical and administrative support in preparation of meetings by booking meeting rooms, food services/catering and special equipment (audio/video etc)
  • Assist with correspondence and communication to the GMSH network
  • Take minutes during meetings and prepare them for circulation to GMSH Alliance members
  • Create and manage routine maintenance of office organization systems
  • Updates websites as requested by GMSH staff
  • Manage GMSH contact and email distribution lists
  • Develop and maintain GMSH campaign/resource ordering center and coordinate the delivery of materials to the GMSH network members
  • Respond to telephone and email inquiries
  • Other duties are requested by the GMSH Director
  • Adhere to GMSH policies and procedures


  • Typing and word processing skills
  • Proven experience with Microsoft Office programs, including Word, Excel, Outlook and Calendar
  • Demonstrated knowledge of general administrative office procedures and functions
  • Analytical and problem-solving skills and sound judgment to provide effective office coordination and establishing and maintain systems
  • Excellent written and oral communication skills
  • Working knowledge of project management practices and procedures
  • Proven ability to organize and prioritize multiple responsibilities
  • Knowledge of gay men’s health and HIV and sexual health issues would be an asset


  • Appreciation of the unique life experiences and challenges, related to sexual health, encountered by a diversity of cis and trans gay, bisexual and other men who have sex with men (GBMSM), including gay men living with HIV
  • Prior experience coordinating meetings, events, and conferences
  • Excellent project coordination skills, with proven ability to coordinate multiple tasks and set priorities amidst important but competing deadlines
  • Well-developed interpersonal and relationship-building skills to foster and maintain effective working relationships with key stakeholders involved in the GMSH
  • Excellent computer skills, including experience with Microsoft Office products, including WORD, EXCEL, PowerPoint
  • Experience with website development and monitoring an asset
  • Bilingualism is an asset

Minimum Education & Work Experience:

The position requires:

  • Experience providing administration support and meeting/conference planning
  • A degree from an accredited college or university or equivalent work experience

Application process:

The GMSH is committed to employment equity and to the greater involvement and meaningful engagement of people living with HIV/AIDS (GIPA/MIPA) in all that we do.  We encourage applications from persons living with HIV/AIDS and people with culturally diverse backgrounds to join our team.

No phone calls please. Interested candidates should forward by email a cover letter and resume with the subject line of “GMSH Administrative Assistant” to the attention of:

Dane Griffiths, Acting Director

c/o Gay Men’s Sexual Health Alliance


Application deadline:  Monday January 1 2018, 5PM EST

www.gmsh.ca / www.thesexyouwant.ca

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