Administrative Assistant - Monday to Friday Daytime

Administrative Assistant

Monday-Thursday 8:00am-3:30pm.

Role and Responsibilities:

• Understand and practice all RHA Policies and Procedures, practices and operational protocols, including mission statements, ethical standards and guidelines.


• Adhere to RHA Code of Ethics.


• Professional conduct and appearance befitting a representative of RHA, which will include good performance related to personnel policies, such as sick time, punctuality and conflict resolution.


• Work effectively in a collaborative, team-oriented environment.


• Understand and demonstrate a respect of individual’s rights and responsibilities.


• Basic coaching and mentoring skills, with the ability to employ various approaches.


• Initiate and complete personal skill improvement through advanced training, workshops, readings, mandatory and optional courses.


• Recommend changes to Policies and Procedures.


• May be given additional responsibilities as need arises and as requested by Supervisor, Program Manager or Director.

• Promote safe working environments by regularly checking for and reporting any hazards that may have developed in the maintenance, design, and/or function of physical space.        When hazards are identified, staff will ensure the safety of themselves and/or individuals to avoid the risk.

• Effective time management skills and the ability to balance competing demands/priorities and deal with competing opinions.  Attendance at staff meetings and training sessions as required.  


• Positive attitude and mature work ethic coupled with an ability to work independently and as part of a team. 


• Ability to set priorities and complete tasks in a timely fashion. 

Specific responsibilities:

• Front Desk Operations:  Greet and assist visitors in a professional and friendly manner, answer and direct incoming calls to the appropriate personnel, manage and maintain the reception area, lock up office at the end of the day, shut off the coffee pot, and ensure general cleanliness of the office/coffee area/board rooms. 


• Administrative Support: Provide general administrative support to ensure efficient office operations, assist in the preparation and distribution of internal and external communications.


• Record Keeping: Maintain accurate and organized filing systems for both electronic and hard copy documents, assist in data entry and record-keeping tasks.


• Office Supplies and Equipment: Monitor and replenish office supplies, weekly/monthly office inventory tracking and ordering, submit office expenses at month end due date accurately reflecting supplies and receipts. Coordinate maintenance and repairs for office equipment, research office equipment supplies, equipment, lease/purchase options.


• Correspondence: Draft and edit correspondence, reports, and other documents as needed. Manage and distribute incoming and outgoing mail.


• Meeting Support: Support and coordinate meetings, conferences, and special events, as required. Prepare meeting rooms, including setting up audio-visual equipment and materials, as required. 


• Team Collaboration: Collaborate with other administrative staff to ensure cohesive and efficient office operations. Support various departments with administrative tasks as needed. Identify, analyze, and resolve issues of concern directly; access support when needed. Communicate in advance to direct supervisor for all changes and/or absences of scheduled shifts, arrange shift coverages, as needed.  Provide support on a variety of on-going projects in addition to other various administrative duties.

Qualifications and Education Requirements

• Post-secondary education, preferably in a related field. Minimum High school diploma or equivalent; additional education or certification is a plus.


• Proven experience as an administrative assistant or in a similar role.


• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).


• Excellent organizational and time management skills.


• Strong written and verbal communication skills.


• Ability to prioritize tasks and work independently.


• Attention to detail and problem-solving skills.


• Demonstrate willingness to learn new concepts; be flexible and to work as an effective team player


• Exhibit attributes of a positive attitude, including a willingness to receive and provide feedback


• For internal candidates, demonstration of positive work performance and in good standing with all employee requirements as appropriate.


• Possess the ability to work effectively and patiently with others. Effective communication skills; development and use of negotiation and conflict resolution skills.

• Physical stamina to safely meet job requirements


• Completion of Mandatory Training Courses and Designated Mandatory Training as required

Working Conditions:

• Typical office environment.


• Regular working hours, with occasional flexibility based on business needs.