administrative assistant

*Administrative Assistant (existing position)* *Temporary Full Time, up to 12 months* *Annual Salary: $48,910 - $53,987* The Timmins Academic Family Health Team (TAFHT) is seeking an organized and detail-oriented Administrative Assistant to provide support to the leadership team, including the Executive Director, Director of Finance and Human Resources, and the Board of Directors. This role plays a vital part in the day-to-day operations of the organization by managing schedules, coordinating meetings and events, preparing communications and reports, supporting governance functions, and maintaining accurate records and systems. *Primary Responsibilities (not inclusive)* * Provide confidential administrative support to the leadership team and Board of Directors. * Coordinate meetings, interviews, and organizational events, including scheduling, preparing agendas, taking minutes, and distributing materials. * Support the governance process by assisting with meeting logistics, documentation, and communicaiton for the Board of Directors. * Organize and maintain electronic records, contracts, policies, and board documentation. * Manage the onboarding and offboarding process for staff, students, and volunteers, including internal coordination and checklist tracking. * Administer the biometric time clock system, including setup, troubleshooting, and bi-weekly activity audits. * Complete monthly visa reconciliation and track organizational expenses in collaboration with the Director of Finance and Human Resources. * Maintain organized and accurate electronic filing systems and assist with policy and document management. * Provide support with purchasing and procurement tasks as needed. * Perform occasional local travel for business-related tasks such as banking or picking up supplies. *Education, Qualification and Skills* * Diploma or degree in Office Administration, Business Administration, or a related field. * Minimum 3-5 years of administrative experience, preferably in a healthcare or executive setting. * Demonstrated experience supporting senior leadership and managing multiple administrative workflows. * Proficient in Office 365 applications (Outlook, Word, Excel, OneNote, Teams, PowerPoint), Adobe, and videoconferencing platforms. * Excellent written and verbal communication skills, with strong attention to detail, professionalism, and discretion. * Strong organizational, time management, and problem-solving abilities with the ability to work independently and collaboratively. * Bilingualism French and English communication, spoken and written an asset. *Additional Job Requirements* * Must adhere to all TAFHT Policies and Procedures. * Must be legally entitled to work in Canada. * This position is in Timmins ON, the position requires working in office and on site. * As a condition of employment, you are required to submit proof of COVID-19 vaccination and immunizations. * Valid Ontario Driver?s License and able to travel within the community. The above responsibilities are not to be considered all inclusive; and may be assigned other related duties in the interest of efficient operations of the Timmins Academic Family Health Team. *Why Join Our Team:* * Generous Vacation Package ? Take advantage of a competitive vacation allowance to support work-life balance. * Paid Time Off ? Benefit from illness and personal days, float days, and paid time off between December 25 and January 1. * Exclusive Perks ? Access discounts and special offers through Perkopolis. * Professional Growth ? Be part of a supportive and collaborative team committed to continuous learning and development. * Meaningful Work ? Make a direct impact on patient care and community health while working in a dynamic primary care setting. This position reports directly to the Executive Director. The location of this position could be the Third Ave (suite 200/250/300), Algonquin West, 101 Mall, Algonquin East site or any other location within Timmins. The