Job Description

Administrative Assistant/Receptionist

Reports To

Executive Director

Job Summary

The Administrative Assistant, under the direction of the Executive Director, will primarily be responsible to prepare, review, and/or edit various forms of correspondence. This position will manage and administer inbound and outbound mail. This role will also act as a first point of contact and provide general information to staff, clients, and the public. The Administrative Assistant must possess ability to adapt to new technology and ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times.

Competencies

Attention to Detail

- Attends to details and pursues quality in the accomplishment of tasks, regardless of the volume of duties encountered.

Client/Customer Focus

- Provides superior service to both internal and external customers.

Communication

- Expresses and transmits information with consistency and clarity.

Cultural Sensitivity

- Promotes an inclusive environment exemplified by understanding all cultural groups.

Digital Technology

- Proficient use of digital technology tools, equipment, and software

Organization

- Able to create or maintain processes to ensure all relevant information or tools are easily accessible.

Ownership

- Takes pride in the work that is accomplished, and understands the function of tasks within the larger picture of the organization. Ensures deadlines are met and work is completed properly.

Professionalism

- Demonstrates professional standards of conduct when governing interactions between individuals in a business environment.

Resourceful

- Responds to difficult situations or workplace requirements by using the available tools and information to support decisions and solutions.

Time Management

- Balances a myriad of tasks; prioritizes duties as needed

Teamwork

- Works cooperatively and effectively with others to reach a common goal. Participates actively in group activities fostering a team environment.

Job Duties

Act as a first point of contact and provide general information to staff, clients, and the public relating to their questions, concerns, or suggestions Answer telephone and electronic inquiries and relay/transfer telephone calls and messages to the appropriate departments Refer and/or redirect calls, emails, or visitors as required Administer and manage inbound and outbound mail, including priority post, packages, courier services, and other correspondence Receive and file documents and vital records and maintain all files in accordance with policy and procedures Provide administrative support to coworkers and management As a front-line worker, present a positive and professional image of the organization when interacting with employees, clients/customers, visitors, and other external stakeholders Maintain the reception area in a tidy and presentable manner Maintain a professional appearance, demeanor, and attitude at all times Maintain a high level of confidentiality in all interactions Handle customer complaints as they arise, escalating to the appropriate individual as deemed necessary Schedule and confirm appointments, meetings, and conferences for management team and/or clients/customers Arrange and book meetings in boardrooms and offsite and ensure the appropriate presentation equipment and necessities are there. Photocopy and organize documents for distribution, mailing, binding, and filing Prepare correspondence and perform general office and clerical duties Operate computerized inventory recordkeeping and re-ordering systems Maintain computer updates and software, and make sure client meeting areas are tidy and ready for users Maintain and monitor office supply inventory levels; prepare requisitions as required; and arrange for servicing of office equipment Provide information to staff and/or clients about special activities Assist to ensure that the appropriate evacuation procedures are carried out in the event of an emergency Observe and report any security issues to the Executive Director Participate in any required company training Other duties as assigned

Job Requirements

High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items Ability to adapt to new technology Strong writing, editing, and proofreading skills High level of integrity and work ethic Demonstrated time management skills Superior telephone manners and strong interpersonal skills that allow one to work effectively in a diverse environment Ability to take constructive criticism Ability to remain calm and poised in urgent situations and deal with people sensitively, tactfully, diplomatically, and professionally at all times Ability to effectively communicate both verbally and in writing Ability to prioritize and manage conflicting demands Ability to respond quickly in a dynamic and changing environment Ability to work individually as well as part of a team Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint) Ability to use Wix, FB, IG, Canva (Digital marketing an asset) Valid first aid or CPR certification Valid driver's license and a clean driving abstract Clean vulnerable sector check Bilingual in English and French (spoken and written) an asset Degree or diploma in administration, business, or a related field Three years of experience in an administrative role

Work Conditions

Working in an office environment Operation of desktop computer and peripherals such as projectors, printers, Smart boards Extended periods of sitting Lifting as needed up to 45 lbs., including bending, pushing and pulling, and sitting and walking. Interaction with employees, management, and the public at large Working in a busy office environment with frequent interruptions Attendance and participation in training

Acknowledgement and Agreement

Applicant information is collected under the authority of the Municipal Freedom of Information and Privacy legislation and will be used strictly for the purpose of candidate selection.

We thank all candidates in advance; however, only those candidates selected for an interview will be contacted.

Adult Language and Learning is an equal opportunity employer.

Job Types: Part-time, Fixed term contract

Pay: From $22.75 per hour

Expected hours: 25 per week

Benefits:

Dental care Employee assistance program Extended health care On-site parking RRSP match Vision care
Work Location: In person

Application deadline: 2025-09-05