Company Overview

Be a part of Polycultural Immigrant and Community services! Founded in 1993, Polycultural is dedicated to hosting an open and inclusive environment for all. We are a multicultural melting-pot perfectly reflecting Canada’s diversity. We are like a family, have a culture filled with care and genuine connection with a very inclusive environment for all. With a diverse range of programs and services, we help individuals and families build a brighter future in Canada. Serving clients from over eight different locations across the GTA and Orangeville in more than 20 languages.

Polycultural offers comprehensive benefits including employer paid Extended Health and Dental, RRSP match, Employee Assistance Program (EAP), and WorkPerks!

Scope

Reporting to the Program Manager, this role requires a candidate who is tech-savvy, pays great attention to detail, and has excellent time management and organizational skills. The ideal candidate should demonstrate a high level of professional maturity and judgment and has the ability to identify/anticipate the needs of the program’s team and clients. The primary responsibility is to monitor, update, and report Notifications of Arrival to the team and related parties to ensure that the program’s goals and objectives are accomplished and that operations run efficiently.

Responsibilities include, but are not limited to:

• Manage official correspondences, both written and verbal to different stakeholders
• Prepare various materials when requested, using PowerPoint, Word, and Excel
• Monitor, update, and report Notifications of Arrival to the team and program stakeholders
• Conduct extensive online and offline research as requested
• Maintain programs’ stakeholder’s contacts and update it regularly
• Responsible for keeping records of all travel arrangements, including hotel accommodations, airline reservations, etc.
• Keep all records and documentation for winter clothing distribution
• Organize all the filing and e-filing of the office
• Track office supplies and prepare purchase orders for Program Manager when needed
• Maintain calendars and manage the schedules of staff – arrange, coordinate, and prioritize complex scheduling and logistics
• Arrange special meeting facilities (e.g. food, PC projector, etc.); send meeting confirmation emails; prepare and distribute meeting materials
• Provide telephone coverage to the office – take accurate messages and handle urgent calls with appropriate judgment
• Handle all incoming and outgoing mails
• Ability to work as part of a team and under tight deadlines
• Must be willing and able to work on flexible schedules on an as-needed basis, evenings and weekend work may be required
• Maintain working relations with agency programs and partner agencies
• Provide accurate reporting for supervisor
• Actively participate in the professional development initiatives
• Must meet targets set by the Program Manager
• Acknowledge client needs with respect and empathy
• Perform any other related duties as required

Competencies

Focus

Models appropriate behaviors to staff consistent with Polycultural’s Mission, Vision, and Values.

Attention to Detail

Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organize time and resources efficiently.

Continuous Learning

Demonstrates eagerness to acquire necessary technical knowledge, skills, and judgment to accomplish a result or to serve clients’ needs effectively. Has desire and drive to acquire knowledge and skills necessary to perform the job more effectively.

Self-Management

The ability to effectively and responsibly manage your actions, well-being, and time to achieve organizational goals, self-improvement, and personal growth. To maintain an effective work/life balance in response to a stressful, challenging, and dynamic work environment.

Teamwork

The ability to work cooperatively with others, in a participatory or leadership role to create teams that use the combined strengths of individual members to accomplish organizational goals.

Communication

Uses a variety of communication styles and strategies to foster open communications, the exchange of information, and discussion on an ongoing basis.

Qualifications

• College/University diploma/degree in Administration or a related field is preferred
• At least 2 years of experience working as an Administrative Assistant in a fast-paced environment
• Expert proficiency in Microsoft Office and databases
• Excellent written and verbal communication, as well as good facilitation skills
• Possess outstanding problem-solving skills
• Ability to communicate clearly and concisely (verbal and written)
• Must possess the skills to maintain the highest level of professionalism when speaking with clients/stakeholders on behalf of the Executive Team
• Ability to operate independently and collaboratively with a strong dynamic working style
• Good understanding of group dynamics and employee/employer principles
• Flexible and results-oriented approach to work within a relatively structured environment with multiple sites
• Demonstrate ability to build relationships and quickly gain credibility
• Ability to maintain strict confidentiality and handle sensitive employment issues
• Good analytical and critical thinking skills combined with common sense
• Proven time management and organizational skills to manage competing priorities

Other requirements

• A satisfactory Vulnerable Sector Police Check (completed when offer is made)

If you are passionate about making a difference in the lives of individuals and families within our community, we invite you to apply for the Admin Assistant position at Polycultural Immigrant & Community Services today!

Important Notice to Job Applicants

We strongly advise all applicants to apply for positions only through official and verified channels. Please ensure you are using legitimate links—either from our official website or trusted job platforms. Avoid third-party links or unsolicited messages and never share personal or financial information outside of secure, authorized application portals.

Polycultural reserves the right to post internally and externally.

In support of persons with disabilities, Polycultural asks job applicants with disabilities who require accommodation in the recruitment and selection process, to please advise Human Resources, if contacted for an interview/testing, so that suitable accommodation can be arranged. (In compliance with AODA, 2005, Integrated Accessibility Standards). If you require assistance in sending your resume due to a disability, please contact Human Resources directly.

We thank everyone for their interest in Polycultural; however, only those selected for an interview will be contacted.

Polycultural Immigrant & Community Services hires based on merit and is committed to employment equity.

No phone calls please.

Job Type: Full-time

Pay: $24.74 per hour

Benefits:

• 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