Administrative Assistant - contract part time

Administrative Assistant – Contract part time - six months

Join our team of professionals at Canadian Helen Keller Centre (CHKC) providing affordable housing, training and intervenor services and supports to adults who are deafblind.

Our mission is to empower the deafblind community through consumer driven services and opportunities that maximize independence.

We empower and lead through our values of advocacy, respect, collaboration, professionalism and community and fulfill our vision to help build a society where all individuals who are deafblind live free from limitations.

Position Summary:

The Administrative Assistant provides day-to-day administrative support to the CEO, Intervenor Services Manager and Consumer Programs Manager and office staff at Canadian Helen Keller Centre (CHKC). The Administrative Assistant will ensure the smooth processing of invoices and maintain accurate records, and handle confidential information with discretion. The role also encompasses responsibilities in accounting, and fundraising, ensuring efficient and effective operations across the organization.

Key Responsibilities:

• Provides support with proofreading, editing, organizing, and saving various documents as requested by the Managers and CEO.
• Regularly codes bills, expense receipts and staff invoices for the Consumer Programs and Intervenor Services Team, flagging expenses for appropriate approvals.
• Work closely with the Administrative Coordinator and ensure seamless processing of invoices.
• Attends consumer, staff, and other relevant meetings as needed.
• Develops, updates, and maintains departmental spreadsheets and filing systems.
• Generates accurate reports and information as requested by Managers and the leadership team.
• Research and collate information for the Managers and Supervisors as needed.
• Offers administrative support to Managers and Supervisors, including organizing, scheduling, and coordinating meetings involving multiple participants. This may involve booking facilities, preparing and distributing meeting materials, arranging catering, and managing parking requests.
• Efficiently prepares meeting agendas, captures detailed notes, and maintains organized archives of meeting proceedings. Ensures timely and accurate distribution of meeting minutes to relevant stakeholders.
• Assists with front desk duties such as answering phones, accepting and distributing deliveries, and producing braille and large-print documents for consumers.
• Supports new hire onboarding by managing paperwork and ensuring timely receipt and filing of all required documents.
• Helps maintain proper filing systems for Managers as requested

Qualifications and skill requirements:

· Graduate of a post-secondary Office or Business Administration program preferred.

· Proficient in all programs of the MS Office suite, including Outlook.

· Strong verbal and written communication skills, effective multi-tasking/prioritizing abilities, and effective interpersonal skills.

· Ability to maintain confidentiality at the highest level.

· Recognize when information is needed and being able to efficiently locate, accurately evaluate, effectively use, and clearly communicate information in various formats (information literacy).

· Exceptional problem solving, organizational and time management skills.

· Ability to work efficiently despite interruptions.

· Must have a demonstrated ability to meet deadlines and deal with competing demands and changing priorities.

· Reliable and prompt.

· Flexible team player with a good attitude, that is comfortable interacting with persons who have disabilities.

· Willingness to learn about the disability of deafblindness and the communication systems used by consumers, including braille, American Sign Language and Two-Hand Manual.

· Valid driver’s license and access to a car is an asset.

· Spoken French would be considered an asset.

Agency Perks:

· Competitive compensation package.

· Professional Development and Training opportunities.

Hourly rate: $23.95 per hour

Hours per week: 15 to 20 hours per week paid hourly via timesheets

How to Apply:

Email: recruitment@chkc.org

Application deadline – September 2, 2025

We thank all applicants, however, only those considered for an interview will be contacted. Accommodations are available on request for candidates taking part in all aspects of the selection process. Please advise prior to the interview if you require accommodation and we will make appropriate arrangements. CHKC is an equal opportunity employer. We encourage applicants from all protected classes to apply. CHKC values diversity, equity, inclusion and compassion in the workplace.

Job Type: Part-time

Pay: $23.95 per hour

Expected hours: 15 – 20 per week

Work Location: In person

Application deadline: 2025-09-02