# Administrative Assistant

**Company:** [Jean Tweed Centre](https://jobs.workable.com/companies/c336GRXmg6XGXphJVih5zZ.md)
**Location:** Etobicoke, Canada
**Workplace:** on site
**Employment type:** Contract
**Department:** HR & Operations

[Apply for this job](https://jobs.workable.com/view/2404436b-ce38-4a87-858c-547a9c42e1b7)

## Description

**Position Purpose**

The Administrative Assistant provides general administrative and clerical support to the organization. The role involves coordinating departmental programs/activities, organizing meetings, document processing and ensuring proper file management systems.

The position includes a range of administrative services that are performed with a customer service focus, including booking appointments and scheduling meetings, maintaining filing systems and providing information, preparing reports, data entry, conducting data analysis, tracking/processing of staffing information, and maintaining contracts.

**Responsibilities**

**Service**

-   Provide administrative support to management, programs/departments, staff and clients as required.
-   Provide reception support.
-   Receives, forwards and/or addresses requests for information from internal/external customers as required.
-   Provide caller information about programs and referrals as required.
-   As per department protocol, create client profiles/programs in Case Works data systems.
-   Attend meetings, perform minute-taking, and distribute minutes to relevant persons as required.
-   Ensure accurate duplication, collation and work processing for presentations, monthly reports, presentation materials and information packages.
-   Word process correspondence, reports and program related materials as requested,
-   Sort, record and distribute all incoming and outgoing correspondence including internal correspondence.
-   Monitor the usage/supply of forms, stationery and design/request orders as necessary.
-   Provide data entry support for reporting systems/programs.
-   Monitor and advise Manager of requirements for office and program supplies.
-   Provide administrative support for client activities such as orientation.
-   Review documents/reports/information packages for accuracy and edit/organize for use / presentation.
-   Prepare summary reports on program data, as required.
-   Provide ongoing administrative support to relevant organizational activities/programs.
-   Collaborate with supervisor to discuss job performance and establish professional goals.
-   Engage in ongoing staff development and personal learning as agreed to in performance reviews.
-   Other duties as assigned.

**Organizational**

-   Conduct job responsibilities with a commitment to harm reduction, trauma- informed, women-centred and anti-oppressive practices.
-   Abide by the Occupational Health and Safety Act, and work in a manner that is safe, reporting incidents immediately to direct supervisor.
-   Adhere to the policies and procedures of The Jean Tweed Centre.
-   Perform other duties as assigned in order to meet the overall goals and objectives of The Jean Tweed Centre.
-   Maintain a client service orientation including learning about/addressing client needs and concerns.
-   Work collaboratively including respect others, sharing information, consulting and celebrating shared successes.
-   Demonstrate accountability by holding self responsible and following through on commitments.
-   Support inclusion and equity by respecting others, embracing diversity and addressing oppression.
-   Commit to continuous learning through professional development, giving and receiving constructive feedback and applying new skills.

## Requirements

**Qualifications**

-   Post-secondary Diploma in Business Administration or Office Administration.
-   Proficiency in Microsoft Office Suite, e.g. Word, Excel, PowerPoint and Publisher.
-   Minimum of 2 years of work experience in an office environment.
-   Ability to pay attention to details.
-   Ability to handle interruptions and work pressure.
-   Ability to learn new concepts, theories and procedures.
-   Ability to relate to others tactfully, courteously and respectfully.
-   Ability to work well in a team or group.
-   Demonstrated enthusiasm in professional development and/or actively pursuing personal development opportunities.
-   Good verbal and written skills.
-   Excellent customer service skills.

Working hours are Monday - Friday 12pm-5pm

Holiday and extended working hours as needed