Position Summary
The Operations Assistant plays a key role in ensuring the efficient day-to-day operations of Muslim Food Bank & Community Services Society. This position is responsible for coordinating organizational processes, supporting cross-departmental operations, and providing high-level administrative support to senior management. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities while ensuring smooth communication and workflow across the organization.
Key Responsibilities
Operations Coordination
- Coordinate and monitor day-to-day operational activities across the Hamilton Food Bank to ensure tasks are completed efficiently and on schedule.
- Develop and maintain operational processes, systems, and documentation to improve organizational efficiency.
- Coordinate communication and collaboration between departments and regional offices.
- Assist in implementing and monitoring organizational policies, procedures, and operational standards.
- Prepare operational reports, track key administrative metrics, and provide regular updates to management.
- Identify operational challenges and recommend process improvements.
- Support planning and coordination of organizational events, meetings, workshops, and special initiatives.
- Assist with resource allocation and coordination of administrative and operational priorities.
Administrative Support
- Provide administrative support to senior management and department leaders.
- Maintain organized physical and electronic filing systems.
- Perform accurate data entry and maintain organizational databases and records.
- Coordinate communication with staff, volunteers, donors, vendors, and external stakeholders.
- Receive, sort, and distribute incoming correspondence and organizational documents.
- Assist with volunteer and staff onboarding by preparing documentation and coordinating administrative requirements.
- Monitor office supply inventory and coordinate purchasing when required.
- Support basic bookkeeping functions, including expense tracking, petty cash records, and administrative financial documentation.
- Maintain confidentiality of sensitive organizational, employee, donor, and client information.
- Perform other administrative and operational duties as assigned.
Qualifications
Education
- Diploma or Bachelor's degree in Business Administration, Office Administration, Operations Management, or a related field is preferred.
Experience
- Minimum 1-2 years of experience in administrative support, office coordination, or operations.
- Previous experience in a non-profit organization is considered an asset.
- Experience coordinating multiple projects or organizational operations is preferred.
Skills & Competencies
- Excellent organizational, planning, and time management skills.
- Strong coordination and project management abilities.
- Exceptional verbal and written communication skills.
- High attention to detail and accuracy.
- Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
- Strong problem-solving and critical thinking skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace.
- Ability to maintain confidentiality and exercise sound judgment.
- Strong interpersonal skills with the ability to work collaboratively across departments.
- Self-motivated, adaptable, and capable of working independently with minimal supervision.
Position Details
Part-time position
On-site position.
The successful candidate is expected to maintain a consistent work schedule and be punctual
and dependable.
Occasional flexibility in working hours may be required to support organizational events,
meetings, or operational priorities.
