Job Description

Administrative Assistants ensure the efficient day-to-day operation of the office, and support the work of management and other staff.

Primary Duties and Responsibilities

Administrative Assistants perform a wide range of duties including but not limited to:

Reception

Answer general phone inquiries using a professional and courteous manner.

Direct phone inquiries to the appropriate staff members.

Reply to general information requests with the accurate information.

Greet clients/suppliers/visitors to the organization in a professional and friendly manner.

Office administration

Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents.

Sort incoming mail, faxes, and courier deliveries for distribution.

Prepare and send outgoing faxes, mail, and courier parcels.

Forward incoming general e-mails to the appropriate staff member.

Forward voice mail from the general mailbox to the appropriate staff member.

Purchase, receive and store the office supplies ensuring that basic supplies are always available.

Code and file material according to the established procedures.

Update and ensure the accuracy of the organization's databases.

Back-up electronic files using proper procedures.

Provide secretarial and administrative support to management and other staff.

Make travel, meeting and other arrangements for staff and management.

Coordinate the maintenance of office equipment.

Booking yearly licensing inspections.

Assist with financial management

Use computer software to prepare invoices and record deposits.

Code and file financial material according to established records management procedures.

Administer petty cash according to established procedures.

Month end duties as required.

Various data entry as required.

Provide Board support

With the Executive Director, prepare meeting agendas and supporting material for distribution.

Ensure the timely distribution of material to the Board.

Support the Board with meeting, travel and other arrangements.

Draft minutes of Board meetings for review by the Executive Director.

Create action list for management staff from board meetings.

Qualifications

Education:

High School Diploma.

Post secondary education in business, computers, or office management is an asset.

Equivalent experience will be taken into consideration.

Knowledge, skills and abilities

Proficiency in the use of computer programs for:

Word processing.

Excel Spreadsheets.

E-mail.

Proficiency in the use of office equipment:

Computer.

Voice messaging systems.

Fax.

Photocopier.

Personal characteristics

Administrative Assistants should demonstrate competence in some or all of the following:

Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of YACRO.

Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of YACRO.

Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.

Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.

Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of YACRO.

Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Experience

Prefer 1-3 years experience in an office setting

Working Conditions

Administrative Assistants work in an office environment.

Administrative Assistants usually work a standard work week.

Administrative Assistants may be required to work some overtime hours such as attending Board meetings.

Notes:

1. Positions will be awarded on the basis of qualifications and ability.

Job Types: Full-time, Permanent

Pay: $17.50-$21.00 per hour

Benefits:

Casual dress Company events Dental care Disability insurance Employee assistance program Extended health care Life insurance On-site parking Paid time off RRSP match Vision care
Work Location: In person

Expected start date: 2025-08-31