Job Description

Employment Opportunity:

Office Administrator (Full-time, permanent)

About Avalon

Avalon Sexual Assault Centre provides a continuum of supports and services to individuals of all genders affected by sexualized violence in Halifax and across Nova Scotia. Since 1983, we have advocated for survivors and worked to provide a safe space through a variety of services. We are deeply committed to trauma-informed, feminist, anti-racist, and anti-oppressive practices that centre equity, diversity, inclusion, and reconciliation. We are a proudly unionized workplace that is dedicated to fostering a collaborative, supportive, and trauma-informed staff environment.

About the Role

We are seeking an enthusiastic Office Administrator to join our team. Working closely with and reporting to the Director of Operations, the Office Administrator is responsible for helping to ensure the smooth operation of the organization by coordinating day-to-day office activities and providing administrative, clerical, and logistical support to the Avalon team. This role requires adherence to confidentiality in all aspects of the work, including handling sensitive organizational information, staff records, and client-related communications and files.

Responsibilities

Coordinate office day-to-day administrative operations, including:

Monitoring Avalon's general email account and responding to inquiries with discretion, directing emails to appropriate staff members while protecting the privacy of clients and staff Answering and directing calls, ensuring that sensitive information is handled accurately and confidentially Anticipating guest arrivals by monitoring staff calendars, greeting guests and directing them to appropriate appointments Helping to ensure Avalon's front entrance, reception, and common areas provide a clean, safe, organized, and welcoming environment for all visitors and staff Working with the Director of Operations to ensure office spaces are functional and responsive to staff and client needs, including coordinating and supporting setup, furnishings, and other workplace requirements Carrying out basic monitoring of social media accounts as directed (i.e., checking messages, forwarding inquiries, and coordination of post scheduling) Receiving, sending, and distributing mail, including packages and supplies, while ensuring that donor, financial, and organizational information is handled securely Depositing cheques and ensuring proper recording and filing of deposit slips Coordinating monthly parking schedule among staff team Establishing and maintaining interactions and relations with building property management and communicating pertinent building-related communications to staff Supporting leadership and staff team with administrative tasks and data entry as assigned Engaging in workplace culture by participating in staff meetings, committees, and working groups
Provide administrative support for support workplace meetings and events, including:

Scheduling meetings and coordinating room bookings, catering, and refreshments as required Preparing and distributing agendas in consultation with meeting chair Recording and distributing meeting minutes in a timely fashion, ensuring discussions are documented and stored confidentially Supporting staff in scheduling and coordinating special events, such as professional development days, staff retreats, annual general meetings, community events, moving days, etc.
Coordinate and support office technology, including:

Developing and maintaining efficient and secure digital and paper filing systems Maintaining and tracking inventory of office equipment, including hardware and software Liaising with service providers to coordinate equipment and IT needs, including secure handling of equipment and data storage for incoming and outgoing employees, and acting as point of contact between IT partner and staff
Assisting with purchasing and vendor administration, including:

Maintaining inventory of office supplies, kitchen and cleaning supplies, furniture, etc. Monitoring stock levels and identifying and coordinating purchasing needs Communicating and liaising with vendors and suppliers with oversight from management Maintaining updated records of vendor contracts and service agreements
Support onboarding and offboarding processes for all staff, including:

Ensuring onboarding checklists are completed by relevant leadership members Preparing, tracking, and maintaining office technology for staff including secure access set-up and deactivation procedures Compiling and ensuring proper completion and filing of onboarding personnel forms Processing health benefits forms while ensuring staff privacy and confidentiality
Other administrative duties consistent with the role, as assigned.

Qualifications

Minimum 3 years related experience providing administrative, clerical, logistical and/or reception support for an organization or workplace of similar size and scope Degree, diploma, and/or equivalent experience and training in Social Sciences, and/or Office Administration Commitment to working in a confidential workplace Proficient with complete Office 365 platform, including using, optimizing, customizing, and integrating apps such as Microsoft Teams, Outlook, Forms, Excel, Word, PowerPoint, etc. Knowledgeable about the needs and work processes of various vendors and service providers, including but not limited to IT, printing, security, and building management Excellent communication and interpersonal skills, including the ability to communicate in a timely, transparent, and relational matter using the appropriate channels, tools, and techniques Strong organizational and time management skills with the ability to multi-task and prioritize Strong attention to detail required Ability to be adaptable, flexible, and creative in a changing work environment while maintaining effectiveness and efficiency Ability to work independently and proactively Ability to work from a supportive, non-judgmental, trauma-informed approach Commitment to feminist, anti-racist, anti-oppressive, intersectional values Knowledge and experience working in the non-profit sector an asset Knowledge and experience in the field of gender-based and sexualized violence an asset

Working Conditions

Hours: 35 hours/week (8:30 am to 4:30pm with 1-hour unpaid lunch break) Location: This position requires daily reporting to the Avalon office Compensation: $29.40/hour ($53,508 per annum) with eligibility for benefits and RRSP. Note: Avalon is committed to ensuring all staff are earning the Halifax livable wage as outlined by the Canadian Centre for Policy Alternatives. The compensation for this role is reassessed every year to ensure up-to-date observance. SEIU Local 2: Avalon is a unionized workplace. The successful candidate for this position will be a bargaining unit member with SEIU Local 2.

To Apply

Please send your resume and cover letter in one file to

jobs@avaloncentre.ca.

Applications will be accepted until 11:59pm on October 7, 2025.

Job Types: Full-time, Permanent

Pay: $29.40 per hour

Expected hours: 35 per week

Experience:

administrative and/or reception support: 3 years (preferred)
Work Location: In person