Administrative Assistant
- Toronto, ON, Canada
- Etobicoke, ON, Canada
$30,459 to $35,633 CAD / year · Contract
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Job details
- Pay
- $30,459 to $35,633 CAD / year
- Job type
- Contract
- Apply by
- Experience
- Minimum of 2 years of work experience in an office environment
- Posting language
- English
- Posted
Original job description
Position Purpose
The Administrative Assistant provides general administrative and clerical support to the organization. The role involves coordinating departmental programs/activities, organizing meetings, document processing and ensuring proper file management systems.
The position includes a range of administrative services that are performed with a customer service focus, including booking appointments and scheduling meetings, maintaining filing systems and providing information, preparing reports, data entry, conducting data analysis, tracking/processing of staffing information, and maintaining contracts.
Responsibilities
Service
Qualifications
Holiday and extended working hours as needed
The Administrative Assistant provides general administrative and clerical support to the organization. The role involves coordinating departmental programs/activities, organizing meetings, document processing and ensuring proper file management systems.
The position includes a range of administrative services that are performed with a customer service focus, including booking appointments and scheduling meetings, maintaining filing systems and providing information, preparing reports, data entry, conducting data analysis, tracking/processing of staffing information, and maintaining contracts.
Responsibilities
Service
- Provide administrative support to management, programs/departments, staff and clients as required
- Provide reception support
- Receives, forwards and/or addresses requests for information from internal/external customers as required
- Provide caller information about programs and referrals as required
- As per department protocol, create client profiles/programs in Case Works data systems
- Attend meetings, perform minute-taking, and distribute minutes to relevant persons as required
- Ensure accurate duplication, collation and work processing for presentations, monthly reports, presentation materials and information packages
- Word process correspondence, reports and program related materials as requested,
- Sort, record and distribute all incoming and outgoing correspondence including internal correspondence
- Monitor the usage/supply of forms, stationery and design/request orders as necessary
- Provide data entry support for reporting systems/programs
- Monitor and advise Manager of requirements for office and program supplies.
- Provide administrative support for client activities such as orientation
- Review documents/reports/information packages for accuracy and edit/organize for use / presentation
- Prepare summary reports on program data, as required.
- Provide ongoing administrative support to relevant organizational activities/programs
- Collaborate with supervisor to discuss job performance and establish professional goals
- Engage in ongoing staff development and personal learning as agreed to in performance reviews
- Other duties as assigned
- Conduct job responsibilities with a commitment to harm reduction, trauma- informed, women-centred and anti-oppressive practices
- Abide by the Occupational Health and Safety Act, and work in a manner that is safe, reporting incidents immediately to direct supervisor
- Adhere to the policies and procedures of The Jean Tweed Centre
- Perform other duties as assigned in order to meet the overall goals and objectives of The Jean Tweed Centre
- Maintain a client service orientation including learning about/addressing client needs and concerns
- Work collaboratively including respect others, sharing information, consulting and celebrating shared successes
- Demonstrate accountability by holding self responsible and following through on commitments
- Support inclusion and equity by respecting others, embracing diversity and addressing oppression
- Commit to continuous learning through professional development, giving and receiving constructive feedback and applying new skills
Qualifications
- Post-secondary Diploma in Business Administration or Office Administration
- Proficiency in Microsoft Office Suite, e.g. Word, Excel, PowerPoint and Publisher
- Minimum of 2 years of work experience in an office environment
- Ability to pay attention to details
- Ability to handle interruptions and work pressure
- Ability to learn new concepts, theories and procedures
- Ability to relate to others tactfully, courteously and respectfully
- Ability to work well in a team or group
- Demonstrated enthusiasm in professional development and/or actively pursuing personal development opportunities
- Good verbal and written skills
- Excellent customer service skills
Holiday and extended working hours as needed
More about this job
Responsibilities
Provides administrative and clerical support to managers, staff, programs, and clients, including reception, scheduling, correspondence, document processing, and file management. Enters and analyzes program data, prepares reports, supports client activities, and helps maintain office supplies and organizational records.
Requirements
Requires a post-secondary diploma in Business Administration or Office Administration, proficiency in Microsoft Office, and at least two years of office experience. Candidates should have strong communication and customer service skills, attention to detail, the ability to manage interruptions and pressure, and a respectful, collaborative approach.
Skills
- Microsoft Office
- Word Processing
- Data Entry
- Data Analysis
- Report Preparation
- File Management
- Meeting Coordination
- Minute-Taking
- Customer Service
- Reception Support
- Written Communication
- Verbal Communication
- Attention To Detail
- Teamwork
- Time Management
- Document Editing
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Customer Service & Support
- Social Services
Keywords
- Microsoft Office
- Word
- Excel
- PowerPoint
- Publisher
- Case Works
- Administrative Support
- Clerical Support
- Reception
- Customer Service
- Appointment Scheduling
- Meeting Coordination
- Minute-Taking
- File Management
- Document Processing
- Word Processing
- Data Entry
- Data Analysis
- Report Preparation
- Correspondence
- Staffing Information
- Contract Management
- Office Supplies
- Client Profiles
- Harm Reduction
- Trauma-Informed Practice
- Women-Centred Practice
- Anti-Oppressive Practice
- Occupational Health And Safety