Job Description

Waterloo Region - Administrative Assistant - Immigrant Services

Location:

Waterloo Region

Work Hours:

37.5 hours per week

Employment Type:

Full Time, Contract

Number of Vacancies:

1

Anticipated Start Date:

Immediately

Contract End Date:

March 31, 2026

Deadline to Apply:

September 22 , 2025This is an immediate requirement , we will be reviewing applications as soon as they are submitted,

Guaranteed starting hourly rate:

$21.02

Total Rewards Package:

We believe that everyone has the potential to shine! Our culture is built around connection, celebration, appreciation, and recognition, and it starts with a total rewards package focused on Well-Being.

Time Away from Work

At the YMCA of Three Rivers, we value work-life harmony. Part-time team members start with:

Vacation earnings of 4% on each pay (Increases to 6% after 5 years of continuous employment) 3 well-being days for sick time or proactive self-care, which can be used as they are earned. Bereavement days are also available.

Well-Being Benefits

A free YMCA membership for you and your family, providing access to our fitness centers Discounts on YMCA programs and services Access to an Employee (and Family) Assistance Program offering free and confidential counseling, resources, and services

Role Overview:

Who we are...

The YMCA of Three Rivers is a charitable organization proudly serving the communities of Guelph-Wellington, Stratford-Perth, and Waterloo Region. We aspire to build connected and resilient communities. Our mission is to make our diverse communities healthier and more vibrant. With dignity and respect, our programs and services inspire individuals to reach their full potential. Learn more about our history, mission, vision, and values here.

We strive to be a great place to work for all employees to live in purpose, passion and potential Shine!

This is where you come in.

Are you a talented admin professional looking for a new opportunity?

Job Summary

The Administrative Assistant is responsible for providing reception, administrative and technical support for Immigrant Services programs

What you will do...

Answer telephone and visitors' inquiries in an appropriate manner. Maintain inventory of office and program supplies. Maintain Client Database. Maintain a systematic and organized filing system and archiving system for the department Support program staff in creating and maintaining accurate client files and using the database Create brochures, flyers, newsletters, documents and electronic presentations as required Perform outreach activities including the presentation of marketing materials to outside groups; assist the supervisor in the distribution of promotional materials Assist the Supervisor in preparation of the annual budget and keep track of receipts and expenses. Update program website in coordination with Website Lead Prepare schedules for ESL/LINC school and Community Centre visits and update schedule as required Contact clients through email, telephone and in person describing the program and keep accurate records of all client contact. Perform administrative duties - supporting the program services team and clients by organizing the incoming and outgoing mail, typing correspondence, data entry and filing. Assist in providing support and training to volunteers when required Produce monthly statistical reports and other statements as required Maintain petty cash as required Provide assistance with client follow up as requested Provide support with group sessions/workshop presentations and networking meetings Monitor and help clients with the use of computers and resource materials Provide technical support Attend workshops, trainings, conferences and staff meetings as required. Assume other duties as assigned.

What you will bring....

Completion of Community College degree/diploma in a related field 1-2 years related experience Administrative/ Office Management/Financial skills Advanced computer knowledge of Microsoft Office and Access Culturally sensitive and strong interpersonal skills Acceptable Police Vulnerable Sector Check

Key Competencies

Communication: Communicates in a thorough, clear and timely manner to support information sharing. Creativity and Innovation: Develops new ways or adapts existing ideas to help achieve desired results Initiative: Knows when to do the right thing. Relationship Building and Collaboration: Builds positive interactions both internally and externally to build enthusiasm and appreciation to achieve work related goals. Tolerance For Ambiguity: Functions effectively in situations of less than perfect or incomplete information. In addition to the above competencies the Association Core Competencies are required, Commitment to Organization Vision and Values, Diversity, Integrity, Teamwork Note: This position requires a commitment to the YMCA mission and core values, as well as, a commitment to building developmental assets in children and adults.

Work Environment

Typical office working environment The position requires sitting in one work area much of the time. The position requires normal levels of seeing and hearing and may require increased use of senses on a periodic basis (e.g. concentration) but not continuously or for long periods of time. The position requires the normal dexterity required to do either manual or computerized record keeping. The environment is generally comfortable with exposure to normal levels of elements such as dust with minor fluctuations in heating/ventilating. Some exposure to disagreeable conditions. Minimal risk of injury to worker Minimal travel requirements - marketing, outreach for the program

What you will gain....

You will join a dynamic team and an organization that has massive impact across our community. You will be joining a local organization but you will also be part of a global movement. Your work will have impact and the community we all call home will be a little better every day because of you. You will also be eligible for a free YMCA membership, Training & Development opportunities and the employee assistance program.

Additional Information:

Our Commitment to Safeguarding Child and Youth

In keeping with our commitment to child and youth safeguarding, job offers are contingent on completing a current Vulnerable Sector Check and employment reference checks. Vulnerable Sector Checks are reviewed individually, and the offense(s) - if any - is considered in the decision-making process in relation to the requirement of working with children, therefore not eliminating all candidates with a record from being offered a position. Vulnerable Sector Checks must be renewed every three years.

Our Commitment to JAIDE (Justice, Access, Inclusion, Diversity and Equity)

We embrace the values of Justice, Access, Inclusion Diversity and Equity and are committed to creating an inclusive workplace, welcoming applications from all qualified persons. We encourage Black, Indigenous, People of Colour, 2SLGBTQIA+ individuals, gender-diverse people, people with diverse abilities, members of ethnic minorities and faith groups, foreign-born residents, and veterans to apply. Applicants will not be discriminated against based on race, colour, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, ability, ancestry, marital status, veteran status, medical condition, or any protected group. We are committed to creating an environment where we eliminate barriers and promote the inclusion of equity groups.


Studies have shown that women and people of equity deserving backgrounds are less likely to apply to jobs unless they meet every qualification in the posting. We understand the knowledge and experience can be gained in many ways, so we strongly encourage applications even if you don't believe you meet all the requirements outlined.


Per the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005, accommodation will be provided at any point throughout the hiring process, provided the candidate makes their accommodation need known to the YMCA of Three Rivers.

Our Commitment to Privacy

The YMCA of Three Rivers complies with the Employment Standards Act, Pay Equity Legislation, and privacy laws. We are committed to protecting personal information by following responsible information-handling practices that are in keeping with privacy laws. Please visit our website for more information on the YMCA of Three Rivers' commitment to privacy.

Please note that due to the large volume of applications received, only candidates being considered for the position will be contacted.

To explore additional career opportunities with the YMCA of Three Rivers, please visit our

Career Page

.