Description:
We are seeking a dynamic and highly organized Administrative Assistant to join our team! The Administrative Assistant is responsible for providing administrative and clerical services in order to ensure effective and efficient operations of the agency’s administration within the Department of Children and Youth. The Administrative Assistant reports to the Program Coordinator and/or Director of Programs and is responsible for providing administrative and clerical services. Providing these services in an effective and efficient manner will ensure that the agency operations are maintained in an effective and efficient manner.
Responsibilities
- Manage front desk operations, greeting visitors and directing them appropriately with professional phone etiquette.
- Handle multi-line phone systems efficiently, taking messages and transferring calls as needed.
- Perform data entry tasks accurately using Microsoft Office tools such as Word and Excel, ensuring all records, word processing, spreadsheet and database are up-to-date and well-organized.
- Maintain both digital and physical filing systems ensuring easy retrieval of documents and confidentiality of sensitive information.
- Provide administrative support to ensure that agency operations are maintained in an effective, up to date and accurate manner.
- Prepare correspondence, reports, meeting minutes, and other program-related documents, including distributing and filing minutes.
- Maintain office files, records, supplies, inventory, and petty cash documentation.
- Receive, sort, and distribute incoming mail and forward general emails to the appropriate staff.
- Follow Syme-Woolner Neighbourhood & Family Centre’s established health and safety procedures.
- Provide general administrative and operational support to the EarlyON program.
- Perform additional duties as assigned by the Program Coordinator or reasonably required within the scope of the position.
Requirements
- Minimum of 3 years of experience in an administrative or office support role, preferably within a non-profit, community, social services, or public sector organization.
- Diploma or certificate in Office Administration, Business Administration, or a related field is considered an asset.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Canva and Google Workspace (Docs, Sheets, Gmail, Drive).
- Strong computer and data entry skills with a high level of accuracy and attention to detail.
- Experience maintaining databases, electronic and physical filing systems, and confidential records.
- Excellent written and verbal communication skills with a professional and courteous telephone manner.
- Demonstrated ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.
- Strong organizational, time management, and problem-solving skills.
- Ability to work independently with minimal supervision as well as collaboratively within a team.
- Excellent customer service and interpersonal skills, with the ability to interact respectfully with clients, staff, volunteers, and community partners.
- Experience taking meeting minutes, preparing correspondence, and maintaining office records and supplies.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
- Reliable, punctual, flexible, and committed to supporting the agency's mission and values.
- Familiarity with office equipment, multi-line phone systems, and standard administrative procedures.
- Experience with database management or client information systems is considered an asset.
- A passion for supporting children, youth, families, and diverse communities through a client-centered, inclusive, and culturally responsive approach