Position Summary- starts Sept 1 2026
Reporting to the Executive Assistant, the Administrative Assistant ensures that the office operates efficiently and professionally throughout the organization.
1. Specific Duties and Responsibilities
a. Office Management
- Ensure clerical and reception areas are set up efficiently and pleasantly.
- Ensure adequate office supplies are purchased and organized.
- Ensure all office/administrative equipment is in proper working order. Arrange for repair or replacement of equipment in conjunction with the supervisor.
- Ensure that the general public is dealt with professionally.
- maintain an efficient system for use of telephones and relaying messages.
- Maintain an adequate method of handling and distributing mail and other information as received.
- Maintain a staff schedule board as a method for tracking staff.
- Maintain an efficient system for tracking keys.
- Handles general Association emails and ensure all important messages have been relayed.
- Orient any new admin staff.
- Handles all management travel, including booking of hotel rooms, conferences, etc.
b. Employee Support/Clerical
- Ensure employees have access to the appropriate administrative forms and information.
- Provide support to employees with filing systems if needed.
- Ensure requests for typing are completed as required. This includes the creation of the
o Association brochures,
o business cards,
o all professional development certificates,
o program specific charting,
o spreadsheets, scanning, copying, laminating and
o making posters, etc.
- Develop and maintain a working knowledge of computer equipment and programs.
- Ensure that equipment is maintained and operated appropriately.
- Copy and distribute materials as requested.
- Answer phone calls in a professional and courteous manner.
- Ensure confidentiality in all clerical and reception duties.
- Assist with fundraising administrative tasks and collection of funds from these events.
c. Teamwork
- Attend all team meetings, sessions and general staff meetings.
- Work effectively with team members in a positive and professional manner.
d. Financial Management
- Assist with accounts receivable/payable as required.
- Monitor and handle cash and cheques according to policy.
- Ensure bank deposits are made on a regular basis and according to finance policy.
- Issue receipts for cash/cheques received as per policy.
- Ensure that office petty cash, program cash and other money left in the care of the clerical staff are secure.
e. Files, Reports and Records
- Ensure that an efficient system of filing association information is maintained and regularly updated.
- Ensure all filing for personnel files and client files is completed and maintained according to association and funder requirements.
- Ensure file recovery processes are followed and files are cataloged and shipped to funder following discharge of clients.
- Ensure all essential records and information are secured and maintained as per policy.
- Ensure Association resources are kept in an appropriate and accessible place. Monitor the loan of these resources.
- Ensure list of relevant and necessary addresses and phone numbers is maintained.
f. Inventory
- Maintain inventory lists and update by March 31 each year.
g. Professional Development
- Identify training and development needs with supervisor
- Participate in staff meetings and sessions as required.
- Maintain a general knowledge of the Association including its purpose and activities.
h. Other
- Any other duties required from time to time by the Executive Assistant.
- Administrative staff on various committees
- Newsletter – Monthly newsletter, collect information and distribute to all staff.
- Send flowers/gift card to staff when requested by Executive Assistant.
- Staff Room clean, organized and stocked.
- Book meeting rooms
- Order food for meetings when requested
- Provide computers to staff when needed.
- ShareVision trouble shooting.
- Confirm staff attendance for professional development and collect learner agreements and assist HR.
2. Qualifications:
a. Education
- High School Diploma
- Administrative Assistant Certificate or Diploma
b. Experience
- Good typing skills (60 wpm)
- Knowledge of computer programs including word and excel etc.
- Excellent interpersonal skills
- Professional in appearance and attitude
c. Other
Note: Equivalencies of education and experience may be considered.
#blueheron
Job Types: Full-time, Fixed term contract
Pay: $18.23-$26.39 per hour
Benefits:
- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care
Work Location: In person
