Job Description

Administrative Assistant

Job Purpose

The Administrative Assistant provides essential clerical and organizational support to the office team, ensuring efficient daily operations through effective coordination, communication, and attention to detail. This role is key in maintaining a professional, welcoming office environment and supporting both internal staff and external stakeholders and clients.

Duties and Responsibilities

Office Administration

? Serves as the first point of contact: greet visitors, answer incoming calls, and manage general inquiries

? Maintain office organization, cleanliness, and coordinate meeting room usage

? Monitor and manage office supply inventory

? Liaise with office vendors and service providers

Administrative Support

? Support team members with administrative and project-related tasks

? Track deadlines and deliverables

? Aid with preparing invoices for clients

? Organize and mail out documents, training certificates, and manuals to clients

? Provide assistance with scheduling

Interpersonal Skills & Contacts

? Exhibit a high level of discretion, tact, and professionalism in all interactions

? Build and maintain positive relationships with employees, clients, and stakeholders

? Maintain a proactive, solution-orientated approach to daily challenges and evolving priorities

? Promote a respectful and collaborative office culture through effective communication and support

Problem Solving & Judgement

? Exercise sound judgement in managing competing priorities and handling confidential matters

? Adapt to changing demands while maintaining a high level of accuracy and service quality

Information Resources

Maintain digital and physical filing systems for office records

Use productivity tools (e.g., Microsoft office suite, Teams, Outlook, Asana) to coordinate and track tasks

Ensure up-to-date and accessible documentation for internal processes and protocols

Qualifications

Education

? High school diploma or equivalent required

? Additional administrative training or certifications considered an asset

Knowledge & Experience

? 2+ years' experience in administrative or clerical support

? Proficient in MS Office Suite and digital communication tools

? Experience with Quickbooks preferred

? Experience in a professional office environment preferred

Personal Qualities

? Highly organized, detail-oriented, and self-motivated

? Excellent written and verbal communication skills

? Ability to work independently and prioritize competing tasks

? Strong interpersonal skills and a calm, professional demeanor

? Discrete and trustworthy, particularly with confidential or sensitive information

Working Conditions

? Standard office environment with routine business hours

? Occasional overtime may be required during peak periods or special events

Physical Requirements

? Ability to sit and work at a computer for extended periods

? Light physical activity required to manage office supplies and reception duties

? Must be able to lift and move items up to 25lbs occasionally

Job Types: Full-time, Permanent

Pay: From $20.00 per hour

Expected hours: 40 per week

Benefits:

Casual dress Dental care Extended health care Life insurance RRSP match
Ability to commute/relocate:

Glencoe, ON: reliably commute or plan to relocate before starting work (required)
Education:

Secondary School (preferred)
Experience:

Administrative: 1 year (required)
Location:

Glencoe, ON (preferred)
Work Location: In person