Administrative Assistant (Temporary Full-Time Contract)

Job summary

The Administrative Assistant provides clerical support to clinical managers and frontline staff, including reception duties and appointment scheduling. They are also responsible for managing office supplies, preparing meeting minutes, and supporting agency events.

Job details

Are you highly organized and enjoy supporting teams to do their best work? Looking for some casual work? FIREFLY is seeking an Administrative Assistant to provide administrative support and reception in our Fort Frances location on a temporary full-time three-month contract, with the possibility of an extension. This position will transition to casual after the contract has ended. This role is essential in keeping programs running smoothly and ensuring clients and staff receive timely, responsive support. About FIREFLY FIREFLY is a multi-service, non-profit organization committed to strengthening the health and well-being of children, youth, and families. We provide community-based, mental health, and developmental services across Northwestern Ontario in partnership with families, schools, child care centres, and community organizations. About the Role As an Administrative Assistant, you will play a key role in supporting daily operations across assigned programs. You will ensure effective communication, coordinate administrative processes, and help maintain a welcoming and organized environment for clients, families, and staff. Reporting to the Executive Assistant, you will: Provide clerical and administrative support to Clinical Managers and frontline staff. Offer reception support, including scheduling appointments, coordinating conference calls, maintaining calendars, and managing incoming calls. Screen and redirect calls appropriately, including responding to urgent or crisis-related inquiries. Attend unit meetings and prepare accurate meeting minutes. Sort and distribute incoming and outgoing mail and maintain office supply inventory. Support office equipment maintenance (copiers, fax machines, postage meter, etc.) including troubleshooting as needed. Assist with agency events, including purchasing supplies and managing receipts and gift cards. Provide flexible coverage for reception and office functions as needed. Attend meetings and training as required. Flexibility is required to support program and office needs. What We're Looking For Education & Experience College diploma in Business or related field, or an equivalent combination of education and experience. 3-5 years of experience working in a fast-paced office environment. Working knowledge of common office software and systems Skills & Competencies Strong organization and time management skills Ability to work independently and manage competing priorities Excellent verbal and written communication skills Strong attention to detail and accuracy Ability to maintain confidentiality and exercise sound judgement Problem-solving skills, including the ability to manage conflict and support solutions A collaborative team approach and commitment to FIREFLY's values Conditions of Employment: Clear Criminal Record Check Ability to manage a reasonable workload with effective prioritization and follow-up Commitment to teamwork while working independently Commitment to delivering high-quality work Ability to support a respectful and safe workplace Commitment to promoting and following FIREFLY's health and safety practice Why Join FIREFLY? At FIREFLY, we believe in supporting our staff so they can support our communities. We offer a welcoming, team-focused environment and opportunities for professional growth. Interested in this position? We encourage you to apply. Applications will be accepted until September 30th, 2026. Only those selected for an interview will be contacted. FIREFLY does not use artificial intelligence to screen, assess, or select applicants.

What you’ll do

The Administrative Assistant provides clerical support to clinical managers and frontline staff, including reception duties and appointment scheduling. They are also responsible for managing office supplies, preparing meeting minutes, and supporting agency events.

Requirements

Candidates should have a college diploma in Business or a related field and 3-5 years of experience in a fast-paced office environment. A clear criminal record check and proficiency in common office software are required.

Benefits

• Vacation Pay

Listed skills

• Time management · Preferred
• written communication · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Collaboration · Preferred
• Attention to detail · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Organization
• Time Management
• Verbal Communication
• Written Communication
• Attention To Detail
• Confidentiality
• Problem Solving
• Conflict Management
• Collaboration
• Reception
• Scheduling
• Office Software
• Office Supply Management
• Office Equipment
• Administrative Support
• Effective Communication
• Artificial Intelligence
• Clerical Works
• Community Mental Health Services
• Communication
• Taking Meeting Minutes
• Operations
• Postage Meter
• Purchasing
• Troubleshooting (Problem Solving)
• Coordinating
• Setting Appointments
• Prioritization
• Teamwork
• Detail Oriented

Job areas

• Administrative
• Social Services
• Healthcare
• Customer Service & Support
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive