Job Description

Position Title:

Administrative Support Assistant

Location:

This position is primarily based at 128a Sterling Road, Unit 201, Toronto, ON, with the possibility of working at any of our other locations.

Vacancy:

Existing

Vacancy number:

ALP-0011

Number of openings:

1

Hourly rate:

$21.00

Hours:

35 hours per week, Full-time, In- person, 9am - 5pm

Classification:

This is a full-time temporary position up to March 30, 2026.

Reporting to:

Manager, Advanced Leadership Program

Application Deadline:

September 30, 2025, 11:59 EST

Position Summary:

The Administrative Support Assistant is responsible for efficiently and accurately retrieving data, documents and forms from departmental practitioners and other personnel for filing purposes. Uses alphabetical and numerical systems to organize paper and electronic records and documents. Checks paperwork, digital forms, and files, updating or correcting documentation as needed. Makes copies of paperwork for filing purposes or for distribution. The incumbent will work as part of the team assisting in the assembling of new and dormant files. In addition, the position is responsible for providing administrative support to staff ensuring that there is appropriate coverage of the front desk at all times during working hours. When covering the front desk, the position assists answering enquiries on the phone and in person to new and existing clients, as well as provides general information in a warm professional manner ensuring customer service satisfaction at all times.

Duties and Responsibilities:

File documents and assist with other office administration tasks like making copies and faxing. Assemble physical client's files by retrieving documentation from practitioners and managers. Prepare forms and enter client's data in an error free manner and maintain the databases. Assist with mail distribution both incoming and outgoing as well as ensure adequate supply of postage stamps for prompt delivery. Provide front desk coverage by answering telephone and walk-in queries, accurately and efficiently by adhering to the agency's customer service standards. The standards are defined as a level of quality service that meets or exceeds the expectations of the client according to the stated accountabilities for answering all inquiries. Book clients for Intake appointments information sessions and workshops by collecting information to ensure appropriate service and to reduce over booking. Maintain records of transactions and contacts with clients. In addition, enter and update client profiles into the organization's database. Provide clients with reminder notice to the sessions to ensure their participation. Prepare and submit operational reports of file assembly to be presented to ALP Manager Actively listen to client issues and work with the team to address them and find resolution in a timely manner. Delivering of other duties/task as assigned by management

Minimum Qualifications:

Community College diploma 1 year of experience in a community services environment or a related field Knowledge of community and government services Organizational skills to manage and coordinate resources Organized and tidy to maintain efficiency in the flow of information and an aesthetically pleasing work area Able to work under pressure with competing demands and duties within tight timelines Above average working knowledge of MS Office Suite including Word, Excel and Outlook and ability to provide computer troubleshooting Strong interpersonal skills, cultural sensitivity and awareness as well as political acuity in order to interact with people from diverse backgrounds and other stakeholders. Exceptional attention to detail, patience, language sensitivity, client sensitivity and mature judgment including managing confidentiality Well developed communication (written and verbal) creative problem-solving skills Team player who is also able to take initiative

Apply Now

If you're passionate about leveraging your skills to make a social impact, we'd love to hear from you! Submit your resume and cover letter on Collage.

Newcomer Women's Services Toronto is an equal opportunity employer and encourages applications from women, newcomers, and underrepresented groups.

Note:

Accommodations are available upon request for all aspects of the selection process. Please inform us of any needs in advance.