Overview
We are seeking a motivated and detail-oriented Administrative Assistant to join our dynamic team. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a proactive approach to supporting our office operations. This role is essential in ensuring smooth administrative processes and providing exceptional customer service.
Responsibilities
- Manage front desk operations, including greeting visitors and answering multi-line phone systems with professionalism and courtesy.
- Perform data entry tasks accurately and efficiently, maintaining up-to-date records.
- Handle filing and organization of documents to ensure easy retrieval of information.
- Provide administrative support by managing schedules, coordinating meetings, and preparing necessary materials.
- Assist with bookkeeping tasks including invoice reconciliation, bank deposits and payroll processing.
- Manage vendor relations to resolve service disruptions, request account changes and schedule service appointments.
- Utilize Microsoft Office 365 for document creation, spreadsheets, presentations and virtual collaborations.
- Proofread documents for accuracy and clarity before distribution.
- Act as first point of contact by addressing inquiries and resolving issues in a timely manner.
- Maintain confidentiality of sensitive information in compliance with company policies.
- Maintain and monitor office inventory and PPE supplies including ordering and distributing supplies to Program locations.
- Attend meetings, take minutes and distribute meeting minutes within 48 hours.
- Participate as a member of the Joint Health and Safety Committee; conduct monthly health and safety inspections for Head Office.
Qualifications
- Diploma or degree in administration, business or a related field.
- Previous office experience is preferred; administrative experience in a social services setting is a plus.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
- Strong computer skills with the ability to learn new technology quickly.
- Excellent typing skills with attention to detail for data entry tasks.
- Familiarity with accounting software is advantageous.
- Exceptional organizational skills with the ability to manage multiple tasks simultaneously.
- Strong sense of ethics and the ability to handle sensitive and confidential information with discretion.
- Strong phone etiquette and customer service skills to provide support effectively.
- Experience with clerical duties such as filing, scheduling and correspondence management is essential.
- A proactive attitude towards problem-solving and the ability to work independently as well as part of a team.
Join us as an Administrative Assistant where you can contribute to our success while developing your career in a supportive environment.
Job Type: Full-time
Pay: $48,000.00-$55,000.00 per year
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Mileage reimbursement
- On-site parking
- Paid time off
- RRSP match
- Vision care
- Wellness program
Experience:
- office administrative: 1 year (preferred)
- vendor management: 1 year (preferred)
Willingness to travel:
- 25% (required)
Work Location: In person
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