The Administrative Officer provides administrative and policy support to the Executive Director. The Administrative Officer is required to show initiative and work independently to facilitate the flow of information among the Executive Director, the Board and its committees, members, volunteers, and other stakeholder and to ensure the smooth functioning of the Executive Director’s schedules. The Administrative Officer will work closely with the E.D. on Events Planning activities, Program Outreach, Up-date of Statistical Information on Volunteer, Middle and High School participants.
Responsibilities:
- Work with Outreach officer to make contact to local businesses to secure prizes and other donations
- The Administrative Officer will work closely with the E.D. on events planning activities, assist with questionnaires, evaluations, and the update of statistical information on program participants, volunteers, and the various administrative duties as follows:
- Sending email blasts (Mail Chimp/Brevo)
- Tracking statistics for newsletter and AGM reports
- Maintain relationships with other agencies to share survey results, newsletters, reports, and other such documents
- Assist with membership renewals and the recruiting of new members (telephone/email)
- Plan and Update organization's calendar of activities
- Assist with a press releases, news advisories, prepare editorials to events and activities
- Contribute to team effort by accomplishing related results as needed
- Develop and update administrative systems to make them more efficient
- Collaborate closely with program officer to facilitate the coordination and scheduling of workshops, seminars, monitoring sessions, and events, ensuring a well structured and engaging program experience for participants
- Maintain clear and timely communication with program stakeholders including participants, mentors, volunteers and parents, providing updates, reminders, and essential information as needed
- Assist in maintaining accurate participant records, attendance logs, and program related data
- Maintaining and updating participant databases, ensuring accuracy and up to date information, for effective communication and program tracking
- Support the planning and execution of program events, workshops, and activities, ensuring logical arrangements and resources
- Assist in preparing reports, presentations, and documentations for program evaluations, funders, and stakeholders contributing to transparency and accountability
- Update Administration manual with current regulations (Human Rights Codes, Health and Safety Measures Etc.)
Qualification, education, and skills:
- Experience and competence with Microsoft Office and Google Workspace,
- Minimum two years of general office administration experience, including organization of office systems and procedures,
- Superior technical skills, ease, and familiarity with various software for spreadsheets, word processing, and electronic mail,
- Strong organizational skills,
- Demonstrated ability to prioritize and handle multiple initiatives simultaneously and exercise good judgment,
- Excellent public relations and customer service skills,
- Strong communications and interpersonal skills – ability to work well within a team under tight deadlines,
- Good problem-solving skills,
- Experience with an electronic client records management system,
Job Types: Part-time, Fixed term contract
Contract length: 3 months
Salary: $20.00-$25.00 per hour
Expected hours: 21 per week
Ability to commute/relocate:
- Mississauga, ON: reliably commute or plan to relocate before starting work (preferred)
Work Location: In person
