Administrative Assistant

Job summary

The Administrative Assistant provides centralized support for the Employment Services program by managing client appointments, inquiries, and intake processes. They are also responsible for maintaining office operations, preparing statistical reports, and ensuring data accuracy within CRM systems.

Job details

At Achev, we believe that everyone deserves an equal opportunity to build a better life and a successful future. For more than 30 years, we have dedicated ourselves to helping diverse Canadians and newcomers achieve their full potential. Today, we are one of the largest providers of employment, newcomer, language, and youth services in the Greater Toronto Area. Our dedicated team of nearly 400 staff delivers a wide range of innovative, high-quality, and personalized programs and services that empower our clients to prosper and our communities to thrive.We thrive in a OneAchev culture where collaboration and an integrated service delivery will positively impact Achev’s resiliency, agility, success, and growth. Join us in helping diverse Canadians and newcomers achieve their full potential! Achev’s latest Impact Report: www.Achev.ca Summary Achev Administrative Assistant for Peel Employment Ontario will provide centralized administrative duties for the Employment Services program. Reporting to the Malton, Employment Services Coordinator, the Administrative assistant will be responsible for pre-screening and scheduling client appointments, preparing statistical reports, and providing administrative support. Duties & Responsibilities Enthusiastically welcome and direct clients to the appropriate level of service by applying comprehensive knowledge of Employment Services, community programs, resources and networks Handle walk-in, telephone, website and other online inquires; quickly assess clients initial employment service needs and effectively communicate relevant next steps Pre-screen clients for Achev services and the eligibility for Employment Ontario Employment Services Assess client eligibility requirements and schedule intake appointments for all eligible clients and collect the required general information and consent Assist clients with computer usage and Internet based services Assist clients by providing general information and referral to other community services Use designated reporting CRM systems, such as OneClient, EOIS-CaMS and CaseFLO, to upload data as required Assist and support client in completing registration if and when needed Contact clients to follow up on request for service, event reminders and related follow up activities Collect, review, data entry and evaluate client information and service information with reference to Service Delivery Guidelines and appropriate client pathway including referrals to other community programs and services Assist with quality control of client files by verifying accuracy of data entered by staff and notifying coordinator of discrepancies/concerns Ensure all equipment is functional and maintain up to date job postings and appropriate community resources Track client inquiries, identify opportunities, and make recommendations related to improve services and to provide value-added services Support the Employment Service team with administrative services including general office administrative supports, data collection and entry, maintenance of databases, preparation of statistical reports, Schedule meetings and book meeting rooms Manage and order office and other supplies, handle invoices, opening and distribution of mail Work with Coordinator on any facilities issues Maintain an organized and productive work environment Other duties as assigned Qualifications Minimum of 2 years of Administrative work experience Hindi and Punjabi as second languages are a strong asset in supporting the diverse communities we serve Minimum 2+ years of experience in a fast-paced professional environment handling multiple priorities Excellent technology skills (MS Office Suite, Google Suite, DocuSign, Adobe Acrobat, SurveyMonkey, etc.) and aptitude to learn new technologies autonomously Excellent communication skills, both verbal and written Ability to follow guidelines and procedures for standardized outputs Proven ability to act professionally and maintain confidentiality, ensuring sensitivity to the needs and interests of project stakeholders Proven organizational skills coupled with the ability to handle multiple tasks, meet deadlines, and report on the status of work when requested Proven ability to apply sound judgement and work with limited supervision Ability to be flexible and excel in a fast-paced environment characterized by changing priorities Not-for-profit or settlement sector experience an asset Salary rate: $46,870.05 This is a current vacancy. Please note that we use AI tools in our application screening process. All hiring decisions involve human review. We’re looking to welcome people to our diverse, inclusive, and authentic workplace. We especially welcome applications from members of racialized groups, Indigenous peoples, persons with disabilities, persons of diverse sexual orientations and gender identities and others with the skills and knowledge to productively engage with diverse communities. We are committed to a selection process and work environment that is inclusive and barrier-free. So, if you’re excited about this role or another one, please apply on our website www.achev.ca

What you’ll do

The Administrative Assistant provides centralized support for the Employment Services program by managing client appointments, inquiries, and intake processes. They are also responsible for maintaining office operations, preparing statistical reports, and ensuring data accuracy within CRM systems.

Requirements

Candidates must have at least 2 years of administrative experience in a fast-paced professional environment. Proficiency in MS Office and Google Suite is required, while fluency in Hindi or Punjabi is considered a strong asset.

Listed skills

• Time management · Preferred
• Google Suite · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• case management · Preferred
• CRM Systems · Preferred
• Data entry · Preferred
• Communication Skills · Preferred
• Docusign · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Client scheduling
• Data entry
• Statistical reporting
• Customer service
• MS Office Suite
• Google Suite
• CRM systems
• Case management
• Communication skills
• Organizational skills
• Confidentiality
• Problem solving
• Time management
• Adobe Acrobat
• DocuSign
• Invoicing
• Communication
• Innovation
• Microsoft Excel
• Resilience
• Organizational Skills
• Microsoft Office
• Customer Relationship Management
• Google Workspace
• Administrative Support
• Administrative Functions
• Data Entry
• Ability To Meet Deadlines
• Scheduling
• Quality Control
• Statistical Reporting
• Project Stakeholders
• Value-Added Services
• Punjabi Language
• DocuSign (Software)
• Hindi Language

Job areas

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