Job Description

General purpose

Open Arms Resource Center is committed to transforming lives by providing compassionate, impactful services to individuals experiencing homelessness.

The Administrative Assistant will provide vital support to Open Arms' leadership, central to ensuring smooth day-to-day operations of the organization. The Administrative Assistant will manage a wide variety of administrative and reception duties, coordinate logistics for donations and events, assist with finance tracking, and maintain efficient office operations. This role requires professionalism, strong communication skills, and the ability to maintain confidentiality and boundaries while working in a dynamic, growing, client-facing environment.

Responsibilities

Administrative Support

Enter, track, and maintain administrative and financial data in relevant systems. Manage filing systems (digital and physical) to ensure records are organized and up to date. Coordinate with vendors, service providers, and contractors as needed. Oversee incoming and outgoing mail, courier services, and deliveries. Maintain office inventory and place orders for supplies and equipment.
Executive Assistance

Provide scheduling, calendar management, and meeting coordination support to senior leadership. Prepare agendas, take meeting minutes, and track action items. Assist with event planning, including staff meetings, community events, and donor appreciation activities.
Reception & Front-Line Coordination

Serve as the first point of contact for in-person visitors and incoming calls, directing inquiries appropriately. Greet donors and coordinate the pickup or delivery of donations. Communicate professionally and respectfully with clients, maintaining boundaries and confidentiality.
Finance & Tracking Support

Prepare bank deposits and maintain accurate transaction records. Track expenses and support the reconciliation of receipts and invoices. Assist with monitoring budget lines and compiling financial reports for leadership review.

Education and Training

Education:

a combination of education and experience related to administrative support, bookkeeping, basic finance, etc.

Knowledge & experience

Required experience:

Prepare bank deposits and maintain accurate transaction records. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and comfort learning new software.
Preferred experience:

Knowledge of issues related to poverty, homelessness, and housing.

Core competencies

Excellent communication and interpersonal skills, with the ability to engage various stakeholders, including clients and staff. Strong organizational skills with attention to detail and accuracy. Ability to maintain confidentiality and exercise sound judgment. Ability to work individually or as part of a team. Flexibility and adaptability in a fast-paced environment. Highly dependable and strong time management abilities. Fluent English language skills (written and spoken) required

Physical Requirements

Located in an office environment. Sitting or standing for long hours. Ability to lift approximately 20 lbs.

Working conditions

Access to a reliable and adequately insured vehicle, and a valid driver's license an asset. Clear Criminal Record Check, Vulnerable Sector Check PRIOR to Employment.
Job Type: Full-time

Pay: $20.00-$22.00 per hour

Expected hours: 40 per week

Benefits:

Dental care Employee assistance program Extended health care Life insurance On-site parking Paid time off Vision care
Work Location: In person