Job Description

Helping kids, families and communities thrive since 1932.

www.macaulaycentres.org

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Administrative Assistant

Temporary Full Time (35 Hours/Week)

REQUIRED HOURS:

35 hours/week

START DATE/TERM:

Immediate - January 30, 2026

REPORTS TO:

Supervisor, Systems & Administration

POSITION SUMMARY

This position provides administrative support to programs and program supervisors/managers, coordinates office activities, and manages company information in a central location by completing a range of clerical tasks.

RESPONSIBILITIES

Provide administrative support to programs and program supervisors/managers with word processing, spreadsheets, data collection, marketing materials, flyers, agency forms, and maintaining master copies of documents processed Assist with IT helpdesk support and general troubleshooting for in-house systems/databases Work with clients in person and over the phone to provide assistance, problem solve, resolve complaints, answer questions and process requests General filing and document retrieval using electronic and paper systems as required Assist in the preparation of internal, government and funding reports Generation of recurring and special reports Maintain and provide on-going support for multiple databases Maintain quality filing and communications systems including contact management, document management and archiving Maintain policy binders and maintain schedule of policies for review Procurement & Purchasing Schedule meetings and/or appointments as required Undertake meeting preparations, agendas and minutes Follow-up general telephone and email inquiries Prepare mass mailings Provide support/backup to the front desk position Support and maintain technical documents and procedures Other general administrative tasks including but not limited to: Special projects & Data entry

QUALIFICATIONS

College diploma/certificate or an equivalent combination of education/experience in business and/or office administration 1-2 years related administrative experience supporting management Excellent interpersonal, written and verbal communication and listening skills Proficiency in the use of the English language, both oral and written is required Proven technical skills utilizing Microsoft 365 Suite of Applications (Teams, SharePoint, OneDrive, Excel, Word etc.), Foxit Phantom, Canva and e-mail Ability to take direction with the ability/flexibility to adapt to multiple business requirements and changing priorities Strong organizational capabilities and time management skills to manage multiple projects with the ability to multi task and prioritize effectively Demonstrates a high degree of initiative and problem solving with keen attention to details Highly motivated to continually strive for excellent results including on-going improvements to work processes Ability to apply sound judgment to a variety of situations demonstrating tact and diplomacy Meticulous records maintenance skills Demonstrated ability to build and maintain effective work partnerships with colleagues of diverse backgrounds, abilities and identities Highly skilled to manage confidentiality and privacy diplomatically Proficiency in the use of the English language, both oral and written is required Able to work independently and within a team environment Experience working in the not-for-profit sector would be an asset Current standard first aid/ CPR-C certificate is an asset (if not, required to obtain certification within 3 months of hire) Acceptable Vulnerable Sector Police Reference Check

SALARY:

Administrative Assistant Salary Scale (starting at $27.74/hour- $50,493 - $58,686 per annum) with Competitive Benefits Package (health & dental) and paid time off entitlements (starting at 20 vacation days & 3 float days)

THIS POSITION IS NOT WITHIN THE CUPE LOCAL 2563 BARGAINING UNIT.

Internal candidates:

Apply through the Internal Career Centre on ADP Sign In | ADP WFNPORTAL.

External candidates:

Apply through the Macaulay Job Opportunities Page at https://macaulaycentre.org/opportunities/job-opportunities/

INTERNAL APPLICATION PERIOD FOR CUPE LOCAL 2563 BARGAINING UNIT:

July 11, 2025 - July 17, 2025

DATE POSTED:

July 11, 2025


Macaulay Centres for Children values the diversity of people and communities and is committed to excellence and inclusion. We welcome qualified individuals who contribute to the diversity of our staff group.


Macaulay Centres for Children offers accommodation for applicants with disabilities in its recruitment process. If you are contacted by the agency regarding a career opportunity, please advise if you require accommodation.


We thank all applicants for their interest in our organization, however only those selected for an interview will be contacted.


This job posting is available in alternate formats upon request.


Macaulay Centres for Children is committed to service and employment equity.