Job Description

Administrative Assistant

Mission Services of London, a non-profit organization committed to serving residents of London and Middlesex County with compassion and dignity, is seeking a permanent full-time Administrative Assistant. Reporting to the Director of Mental Health & Addiction Programs, this role provides administrative and clerical support to Quintin Warner House and Community Mental Health Programs, ensuring the confidentiality and security of all documents.

The successful candidate must have an understanding of Addictions, Mental Health and trauma-informed, as well as knowledgeable of Community Resources.

Duties and Responsibilities:

Administrative / Reception

Serve as first point of contact by answering phones, greeting visitors, and maintaining a professional front-office environment. Manage incoming and outgoing mail, correspondence, filing, photocopying, and document preparation. Prepare reports, presentations, agendas, and meeting minutes using Microsoft Word, Excel, and PowerPoint. Coordinate staff registrations, travel arrangements, and internal communications. Support special events, including alumni and volunteer functions. Maintain employee records, attendance logs, and HR documentation; submit updates to Head Office.

Financial, Payroll & Bookkeeping

Maintain and reconcile petty cash, ensuring accurate records, receipts, and vouchers. Prepare cheque requisitions, invoices, and financial documentation for processing and approval. Oversee the collection, receipting, and remittance of donations and resident funds in accordance with organizational policies. Prepare bi-weekly payroll timesheets, obtain required approvals, and submit for payroll processing. Administer Personal Needs Allowance (PNA) distribution on a weekly basis. Prepare and submit monthly PNA, medical, dental, and Ontario Works/MOH financial reports to relevant departments.

Supplies & Equipment

Monitor and maintain office equipment and supplies; arrange servicing and place orders as required. Purchase office incidentals and manage inventory levels.

Qualifications:

Secondary School Diploma, preferably in Business Administration. A minimum of one year of experience as an Administrative Assistant or relevant role. Proficient in Microsoft Office, particularly Excel. Demonstrated organizational, written, and verbal communication skills, with the ability to work effectively both independently and as part of a team. Basic knowledge of financial and accounting principles is required. First Aid/CPR and CPI certification considered an asset.

Position Details:

Full time- 40 hours per week.
Job Types: Full-time, Permanent

Pay: $20.89 per hour

Benefits:

Casual dress Company events Dental care Disability insurance Discounted or free food Employee assistance program Extended health care Life insurance On-site parking Paid time off Vision care Wellness program
Education:

Secondary School (preferred)
Experience:

Administrative experience: 2 years (required)
Work Location: In person