Job Description

Job posting, External

Job title: Administrative Assistant, Programs and Services

Classification: B, Reception and Administrative Support Staff

Compensation: $24.14 - $25.63 per hour

Hours: 35 hours per week

Start/End Date: July 7th, 2025 to July 3rd, 2026

Reports to: Program Manager

Posting Date: June 23, 2025

Reference Number: CLU-2025-10

Deadline to apply: Until filled

To apply, submit your cover letter and resume by email to the Executive Assistant at jobs@culturelink.ca, quoting the reference number.

CultureLink is a settlement and community organization with 35 years' experience in developing and delivering services to meet the needs of diverse communities.

CultureLink works within an anti-oppression framework and is committed to equity. This is a bargaining unit position.

Job Summary:

CultureLink programs serve newcomers of all ages, offering needs assessments and referrals, information and orientations, employment assistance and activities designed to connect newcomers with the community.

Reporting to the Program Manager, the Administrative Assistant works in a team to support programs including Settlement Workers in Schools, Settlement Workers in Community Spaces, Library Settlement Partnership, Community Connections Mentorship Program, Labour Market Assistance and IT Security. The Administrative Assistant works with teams to plan, promote, execute, and document program activities.

In-person work at one or more sites is required. The Administrative Assistant also to be proficient with technology and online tools (for example Zoom, Teams, Google Meets), and able to support clients to participate in virtual programs using technology and online tools.

Maintaining positive relationships with partners and CultureLink colleagues is essential to program success. All agency staff are also expected to support each other and collaborate on agency-wide initiatives.

Duties

Provide administrative assistance to CultureLink programs and services

Establish and maintain a positive working relationship with the teams.

Answer in person, telephone and electronic inquiries

Order and maintain office supplies, advise management of needs

Process applications of newcomer and volunteer recruits

Provide technical support to front-line as needed re: OCMS, iCare, equipment.

Provide administrative support to program managers

Create and modify documents such as reports, letters and surveys

Set up and maintain manual and computerized information filing systems

Collate surveys, statistics and produce cohesive and comprehensive reports

Implement electronic evaluation and stakeholder surveys

OCMS database corrections, follow-up with front-line, monthly iCare uploading

Assist with the creation of program materials such as flyers, brochures and posters

Assist in uploading materials to the CultureLink webpage, newsletter development support

Update team schedules and site service directory as needed

Process financial claims and invoices

Maintain an up-to-date inventory of equipment: desktops, laptops, and other equipment

Signing out staff laptops, cellphones, and equipment maintain records

Take minutes of team meetings, advance room bookings for programs/events

Prepare laptops for IT support as needed, basic technical problem solving as needed

Petty cash administration and support, disbursements, reconciliation and requisitions

Participation and supporting in agency events and committees as assigned

Other duties as assigned

Required Work Capacities

Physical demands: sitting at a desk for computer work (50% of the workday) and meetings lifting (files, laptop, and program supplies up to 5 kg); working in an open office; travelling between worksites

Non-physical demands: regular evening work with advance notice; occasional deadlines; variety of tasks

Social/emotional demands: teamwork; relationship/network-building; exposure to emotional situations working closely with the public, with clients and with colleagues

Cognitive/mental demands: attention to detail; multitasking; organizational ability/time management, adaptability, sound judgement, effective written communication

Qualifications

Diploma or degree in Business Administration or another related field, or a combination of education and experience

One year of work experience in a community services or business setting

Satisfactory Vulnerable Sector Screening within the past six months

Fluency in languages other than English is an asset

Strong oral and written communication skills in English

Ability to use digital outreach tools and social media (i.e. Instagram, Facebook, Twitter)

Competency in Word, Excel, Outlook, and Internet

Must be authorized to work in Canada.

Job Type: Full-time

Pay: $24.15-$25.63 per hour

Schedule:

8 hour shift Monday to Friday
Education:

Bachelor's Degree (preferred)
Experience:

Front desk: 1 year (preferred)
Work Location: In person