Description

Overview 
The Administrative Assistant is a vital support role within the organization, working closely with the Office Manager and Executive Assistant to the CEO to ensure smooth daily administrative operations. This position provides administrative support across various functions, playing a key role in maintaining an efficient and welcoming work environment. Key responsibilities include overseeing the front desk, assisting with data entry and filing, maintaining office supplies, and supporting internal meetings and events. The Administrative Assistant must have strong organizational and communications skills, problem-solving abilities, attention to detail, initiative, and the capacity to handle multiple tasks professionally in a dynamic work environment. 

Responsibilities 

1. Administrative, Data Management, and Office Support (60%) 

• Provide general administrative support to the Office Manager and Executive Assistant, assisting with various operational tasks to maintain workplace functionality and efficiency. 

• Perform accurate data entry and maintain records within the organization’s data systems, conducting regular checks to ensure data integrity. 

• Generate queries and produce standard reports for internal use, supporting office management, operational planning, and decision-making needs. 

• Prepare documents, presentations, and materials for internal meetings, workshops, and events. 

• Organize and manage central filing systems, ensuring documents, reports, and other records are accurate and up-to-date. 

• Assist in developing and maintaining policies related to data entry, office procedures, and administrative practices, ensuring consistency and adherence to best practices. 

• Coordinate logistics, materials, and internal communications for team events and staff gatherings. 

• Act as a point of contact for internal and external communication. 

2. Operations and Facilities Coordination (20%) 

• Assist the Office Manager in maintaining relationships with vendors, contractors, and service providers to ensure seamless office operations. 

• Coordinate minor maintenance requests and building upkeep activities, liaising with external service providers as needed. 

• Support the Joint Health and Safety Committee by conducting safety checks, inspections, and assisting in maintaining compliance with safety regulations. 

• Monitor the cleanliness and functionality of communal areas, taking proactive steps to maintain a welcoming environment for all staff and visitors. 

3.  Client Support or Customer Relations (20%) 

• Be the first point of contact and welcoming presence at 35 Jackes (4 days per week), greeting visitors, learners, volunteers, and guests, ensuring they feel welcomed and directed to the appropriate area. 

• Maintain a clean and organized reception area, ensuring display materials are up-to-date and replenished. 

• Coordinate meeting room bookings and assist with the setup of internal meetings as needed. 

• Order and monitor office and kitchen supplies, ensuring inventory is maintained for smooth daily operations. 

Competencies 

• Excellent organizational skills with great attention to detail and accuracy. 

• Strong customer service orientation and ability to interact effectively with people at all levels. 

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, and CRM) and ability to quickly adapt to new software systems. 

• Information gathering and monitoring skills for tracking data and managing records efficiently. 

• Adaptability and flexibility in a fast-paced work environment with changing priorities. 

• Ability to work both independently and as part of a team to accomplish goals efficiently. 

• Proactive Planning and initiative around future needs, identifying potential challenges, and developing solutions.  

Requirements 

• One (1) to three (3) years of previous experience in an administrative or office support role. 

• Familiarity with database management and standard reporting functions.  

• Bilingual (French/English) preferred. 

• High school diploma or equivalent, or a recognized post-secondary certificate an asset. 

Additional Attributes 

• Professional, approachable, and proactive in maintaining a positive work environment. 

• Ability to maintain confidentiality and handle sensitive information with discretion. 

• Capable of managing a wide range of competing priorities effectively and with a calm demeanor. 

Working Conditions 

• This role is based at the organization’s head office and requires consistent presence at the workstation during office hours (4 days per week). 

• Occasional support may be required for off-site events or conferences. 

This position requires a commitment to supporting a collaborative and inclusive work environment, contributing to the organization’s mission of providing literacy programs across diverse communities. 

Ready to join our team? Please email your cover letter and resume to:  

Michelle Fraser, Office Manager and Executive Assistant to the President at [email protected]    

Subject Line: Administrative Assistant – [Name] 

No phone calls, please. You will be contacted if you are selected for an interview. 

For more information about United for Literacy visit www.unitedforliteracy.ca  

Accommodation:

We welcome applications from individuals who self-identify on the basis of any of the protected grounds under the Human Rights Code. We are committed to integration and maintaining the independence of individuals and removing barriers to accessibility in the workplace.

We are committed to full compliance with the Human Rights Code, the Accessibility for Ontarians with Disabilities Act, the Occupational Health and Safety Act, and all other applicable legislation. We invite applicants to request accommodation, as required, throughout the application and hiring process. Accommodation requests can be sent to [email protected]