Overview
We are seeking a detail-oriented and highly organized Administrator to join our team. This role is essential in supporting daily operations, managing documentation, and ensuring efficient communication across departments. The ideal candidate will possess strong administrative skills, excellent writing and research abilities, and experience with legal drafting and project management. This position offers an opportunity to work in a professional environment where attention to detail and organizational excellence are highly valued.
Responsibilities
· Oversee and co-ordinate office administrative procedures and review, evaluate and implement new procedures
· Establish work priorities, delegate work to office support staff and ensure that deadlines are met and that procedures are followed
· Training of administration staff
· Plan and coordinate for office services, such as equipment, supplies, forms, maintence and security services
· Schedules and Postings
- Post notices of Board and Committee meetings
- Maintain schedule of regularly scheduled meetings, etc.
- Coordinate with Board members the meeting times and dates, etc.
· Meeting Preparations
- Maintain Boardroom
- Organize possible necessary meal/refreshments arrangements
- Ensure that perdiems to be requisitioned and ready following the meetings
· Meeting Agenda & Binder Preparation
- Prepare agenda with General Manager
- Assemble and organize binders with material pertinent to the agenda
· Recording of Minutes
- Record minutes and type up in a timely fashion
- Have General Manager review “draft” of minutes for Chair person approval
· Maintain Board of Directors/Common Committee meeting packages binders
· Maintain Minute/Motion book
- Maintain a hard copy of all minutes
- Maintain corporate minute book
- Maintain company Policy Manual
Records Management
· Ensure the following:
- Establish a retention schedule for all documents in accordance to privacy legislation
- Classify, code, cross-reference and store records.
- Maintain indexes for classification systems
- Operate information retrieval systems and respond to requests for records.
- Review files periodically to ensure they are complete and correctly classified.
- Label files according to retention and disposal schedule and prepare files for disposal.
- Sort material that is to be filed according to particular filing systems.
- File materials in drawers, cabinets and storage boxes.
- Locate and remove materials from files when requested.
- Keep records of material filed and removed.
Office Reception Responsibilities
· Ensure the following
- Answer incoming and outgoing call in a professional manner, using proper telephone etiquette, taking messages and relaying to staff
- Photocopy and ensuring all correspondence is distributed to appropriate personnel and/or mail.
- Organize and maintain information filing system
- File documents as required
- Operate all office equipment and maintain equipment as required
HR Support
· Ensure the following
- Assist with the processing and verification of documentation relating to personnel activities such as staffing, recruitment, training, grievances, performance evaluations and classifications
- Assist in maintaining and updating and computerizing filing, and registration systems, and assist with the compilation and preparation of reports relating to personnel activities.
- Respond to telephone and written enquiries from staff and the general public regarding personnel matters when requested
- Arrange for advertising or postings of job vacancies, assist in screening and rating of job applicants, and conduct reference checks
- Assist with recruitment of potential employees
Assist with the arrangement of in-house and/or external training activities
- Conduct research, compile data for human resources when necessary
- Assist in the interpretation of company policies and procedures for managers and employees
- Assist in administering the company benefits plan
- Any other related duties as assigned by the General Manager
Other Responsibilities
- Assist in the preparation of the annual Strategic Business Plan & Budget
- Assembly of data and preparation of periodic and special reports and correspondence when requested
- May have to assist in any other area under the discretion of the General Manager
Experience
- Minute Taking Experience & Maintenance of Corporate Minute Book knowledge are a must
- General Knowledge of Business Planning & Budgeting
- Staff management and Supervisory Skills
- Records Management and filing experience
- Proven administrative experience in a professional setting
- Strong organizational skills with the ability to multitask effectively
- Strong technical skills and fluent with Office 365 programs
- Strong mentoring and delegation skills
- Excellent writing skills with attention to proofreading and editing
- Demonstrated ability to handle confidential information discreetly
- Effective communication skills including phone etiquette and professional correspondence
Education
- Diploma or Degree in business or field related to the position is preferred
- And/or Office Professional Certificate, or Human Resources related certifications.
- And/or 3–5 years previous experience in a related administrative occupation
- Experience maintaining a corporate minute book
- Must have a Valid Driver’s License and own transportation
This role is integral to maintaining smooth office operations and supporting our teams. We value candidates who are proactive, detail-oriented, and capable of managing multiple priorities efficiently.
Pay: $16.38-$29.06 per hour
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
Work Location: In person
