Job Description

Position Summary

Reporting to the Executive Assistant, the Administrative Assistant ensures that the office operates efficiently and professionally throughout the organization.

1. Specific Duties and Responsibilities

a. Office Management

Ensure clerical and reception areas are set up efficiently and pleasantly. Ensure adequate office supplies are purchased and organized. Ensure all office/administrative equipment is in proper working order. Arrange for repair or replacement of equipment in conjunction with the supervisor. Ensure that the general public is dealt with professionally. maintain an efficient system for use of telephones and relaying messages. Maintain an adequate method of handling and distributing mail and other information as received. Maintain a staff schedule board as a method for tracking staff. Maintain an efficient system for tracking keys. Handles general Association emails and ensure all important messages have been relayed. Orient any new admin staff. Handles all management travel, including booking of hotel rooms, conferences, etc.

b. Employee Support/Clerical

Ensure employees have access to the appropriate administrative forms and information. Provide support to employees with filing systems if needed. Ensure requests for typing are completed as required. This includes the creation of the
o Association brochures,

o business cards,

o all professional development certificates,

o program specific charting,

o spreadsheets, scanning, copying, laminating and

o making posters, etc.

Develop and maintain a working knowledge of computer equipment and programs. Ensure that equipment is maintained and operated appropriately. Copy and distribute materials as requested. Answer phone calls in a professional and courteous manner. Ensure confidentiality in all clerical and reception duties. Assist with fundraising administrative tasks and collection of funds from these events.

c. Teamwork

Attend all team meetings, sessions and general staff meetings. Work effectively with team members in a positive and professional manner.

d. Financial Management

Assist with accounts receivable/payable as required. Monitor and handle cash and cheques according to policy. Ensure bank deposits are made on a regular basis and according to finance policy. Issue receipts for cash/cheques received as per policy. Ensure that office petty cash, program cash and other money left in the care of the clerical staff are secure.

e. Files, Reports and Records

Ensure that an efficient system of filing association information is maintained and regularly updated. Ensure all filing for personnel files and client files is completed and maintained according to association and funder requirements. Ensure file recovery processes are followed and files are cataloged and shipped to funder following discharge of clients. Ensure all essential records and information are secured and maintained as per policy. Ensure Association resources are kept in an appropriate and accessible place. Monitor the loan of these resources. Ensure list of relevant and necessary addresses and phone numbers is maintained.

f. Inventory

Maintain inventory lists and update by March 31 each year.

g. Professional Development

Identify training and development needs with supervisor Participate in staff meetings and sessions as required. Maintain a general knowledge of the Association including its purpose and activities.

h. Other

Any other duties required from time to time by the Executive Assistant. Administrative staff on various committees Newsletter - Monthly newsletter, collect information and distribute to all staff. Send flowers/gift card to staff when requested by Executive Assistant. Staff Room clean, organized and stocked. Book meeting rooms Order food for meetings when requested Provide computers to staff when needed. ShareVision trouble shooting. Confirm staff attendance for professional development and collect learner agreements and assist HR.

2. Qualifications:

a. Education

High School Diploma Administrative Assistant Certificate or Diploma

b. Experience

Good typing skills (60 wpm) Knowledge of computer programs including word and excel etc. Excellent interpersonal skills Professional in appearance and attitude

c. Other

Criminal Record Check
Note: Equivalencies of education and experience may be considered.

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Pay: $18.23-$26.39 per hour

Benefits:

Casual dress Dental care Employee assistance program Extended health care Life insurance Paid time off RRSP match Vision care Wellness program
Work Location: In person

Application deadline: 2025-09-29
Expected start date: 2025-10-06