Administrative Support

Closing Date: November 12, 2026

Start Date: ASAP until March 31, 2027. May be extended, may become permanent.

Job Purpose

Administrative Assistants play a key role in our overall operational support. Under the direction of the Unit Director, the Administrative Assistant will manage incoming calls, develop and revise draft reports, make referrals, replenish inventory, and answer any questions our clients may have. The Administrative Assistant also supports the team with various administrative tasks, including managing reports, maintaining databases, reviewing invoices, and coordinating with team members.

Duties and Responsibilities

Client Database and Record Keeping

• Maintains and updates program databases and related program documentation, supporting data collection and dissemination.
• Reviews and monitors invoices for clients and ensures their accuracy.
• Tracks and maintains records of client – related inventory.
• Prepares and organizes client files, ensuring all necessary documents are up to date.

Administration

• Provides clients with intake assessments, information, guidance, and referrals to appropriate training or equivalency assessments.
• Ensures administrative coordination with community/business partners.
• Schedules and books boardroom meetings, ensuring that staff and coworkers comply with boardroom policies; takes meeting notes, and ensures follow-up actions are communicated.
• Coordinates team-building activities, ensuring schedules and related documents are kept up to date.
• Supports counsellors by following up on the timely submission of reports and preparing folders/files for those under training, providing the necessary documents and resources required.
• Manages office supplies inventory and ensures timely replenishment.

Operational Assessment

• Actively assesses current administrative processes consult with supervisors and coworkers on improvements.
• Ensures service quality and collaborative work relationships by providing guidance to new staff and acting as a resource person in an identified area of expertise.

Front Desk Support

• Provides information and direction by greeting clients and visitors, in person and by phone, and referring them to appropriate staff, programs or community services.
• Assists clients by providing information on internal and community programs and services and referring to appropriate staff as required.
• Provides service by certifying and copying documents, and, may provide in-house interpretation and translation as time and language ability allows.
• Provides professional image of the organization by keeping public reception areas orderly and functional.
• Secures the premises by managing the flow of clients and visitors, shutting off lights and equipment at night and locking doors.

Other duties as assigned.

Education and Experience

· Post-secondary training in Business Administration, Office Administration, or Administrative Assistant Certification and one year of work experiences in an administrative support capacity; or,

· High School Diploma and three years’ work experience in an administrative support capacity.

Assets:

o Designing/Maintaining Electronic Filing Systems

o Proficiency in Microsoft Suite: Excel, Word, Power Point, and Publisher

o Outlook Scheduling Systems

Required Licenses and/or Certifications

· Criminal Occurrence Security Check – Must complete a Criminal Record and Vulnerable Sector Check in good standing and within three months prior to first day of employment.