Job Title

Administrative Assistant

Immediate Supervisor

Team Lead, Unit Director

Wage

Starting at $19.11 /hour

Closing Date: June 27, 2025

Start Date: ASAP until March 31, 2026. May be extended, may become permanent.

Job Purpose

Administrative Assistants play a key role in our overall operational support. Our frontline heroes not only welcome new clients, but they ensure their team is equipped with the resources they need. Under the direction of the Unit Director, the Administrative Assistant will manage incoming calls, develop and revise draft reports, make referrals, replenish inventory, and answer any questions our clients may have.

Duties and Responsibilities

Administration

• Provides clients with intake assessments, information, guidance, and referrals to appropriate training or equivalency assessments.
• Keeps supervisor informed by regular reporting as required and advising on emergent issues.
• Schedules and books boardroom meetings, ensuring coworkers and employees are compliant to boardroom policies.
• Provides program information and data by maintaining client records, preparing required reports, participating in staff meetings, and other internal committees.
• Responds to staff and client inquires, directing them to appropriate subject matter experts.

Operational Assessment

• Actively assesses current administrative processes and consult with supervisors and coworkers on improvements.
• Ensures service quality and collaborative work relationships by providing guidance to new staff and acting as a resource person in an identified area of expertise.

Front Desk Support

• Provides information and direction by greeting clients and visitors, in person and by phone, and referring them to appropriate staff, programs or community services.
• Assists clients by providing information on internal and community programs and services and referring to appropriate staff as required.
• Provides service by certifying and copying documents, and, may provide in-house interpretation and translation as time and language ability allows.
• Provides professional image of the organization by keeping public reception areas orderly and functional.
• Secures the premises by managing the flow of clients and visitors, shutting off lights and equipment at night and locking doors.

Other duties as assigned.

Education and Experience

• Post-secondary training in Business Administration, Office Administration, or Administrative Assistant Certification and one year of work experiences in an administrative support capacity; or,
• High School Diploma and three years’ work experience in an administrative support capacity.

Assets:

o Designing/Maintaining Electronic Filing Systems

o Proficiency in Microsoft Suite: Excel, Word, Power Point, and Publisher

o Outlook Scheduling Systems

Required Licenses and/or Certifications

• Criminal Occurrence Security Check – Must complete a Criminal Record and Vulnerable Sector Check in good standing and within three months prior to first day of employment.