JOB SUMMARY

The Administrative Assistant, under the direction of the Executive Director, will primarily be responsible to prepare, review, and/or edit various forms of correspondence. This position will manage and administer inbound and outbound mail. This role will also act as a first point of contact and provide general information to staff, clients, and the public. The Administrative Assistant must possess ability to adapt to new technology and ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times.

JOB REQUIREMENTS

• High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment
• Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items
• Ability to adapt to new technology
• Strong writing, editing, and proofreading skills
• High level of integrity and work ethic
• Demonstrated time management skills
• Superior telephone manners and strong interpersonal skills that allow one to work effectively in a diverse environment
• Ability to take constructive criticism
• Ability to remain calm and poised in urgent situations and deal with people sensitively, tactfully, diplomatically, and professionally at all times
• Ability to effectively communicate both verbally and in writing
• Ability to prioritize and manage conflicting demands
• Ability to respond quickly in a dynamic and changing environment
• Ability to work individually as well as part of a team
• Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint)
• Ability to use Wix, FB, IG, Canva (Digital marketing an asset)
• Valid first aid or CPR certification
• Valid driver’s license and a clean driving abstract
• Clean vulnerable sector check
• Bilingual in English and French (spoken and written) an asset
• Degree or diploma in administration, business, or a related field
• Three years of experience in an administrative role

ACKNOWLEDGEMENT AND AGREEMENT

Applicant information is collected under the authority of the Municipal Freedom of Information and Privacy legislation and will be used strictly for the purpose of candidate selection.
We thank all candidates in advance; however, only those candidates selected for an interview will be contacted.
Adult Language and Learning is an equal opportunity employer.
Job Types: Part-time, Fixed term contract
Pay: From $22.75 per hour
Expected hours: 25 per week

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• On-site parking
• RRSP match
• Vision care

Work Location: In person
Application deadline: 2025-09-0

• Act as a first point of contact and provide general information to staff, clients, and the public relating to their questions, concerns, or suggestions
• Answer telephone and electronic inquiries and relay/transfer telephone calls and messages to the appropriate departments
• Refer and/or redirect calls, emails, or visitors as required
• Administer and manage inbound and outbound mail, including priority post, packages, courier services, and other correspondence
• Receive and file documents and vital records and maintain all files in accordance with policy and procedures
• Provide administrative support to coworkers and management
• As a front-line worker, present a positive and professional image of the organization when interacting with employees, clients/customers, visitors, and other external stakeholders
• Maintain the reception area in a tidy and presentable manner
• Maintain a professional appearance, demeanor, and attitude at all times
• Maintain a high level of confidentiality in all interactions
• Handle customer complaints as they arise, escalating to the appropriate individual as deemed necessary
• Schedule and confirm appointments, meetings, and conferences for management team and/or clients/customers
• Arrange and book meetings in boardrooms and offsite and ensure the appropriate presentation equipment and necessities are there.
• Photocopy and organize documents for distribution, mailing, binding, and filing
• Prepare correspondence and perform general office and clerical duties
• Operate computerized inventory recordkeeping and re-ordering systems
• Maintain computer updates and software, and make sure client meeting areas are tidy and ready for users
• Maintain and monitor office supply inventory levels; prepare requisitions as required; and arrange for servicing of office equipment
• Provide information to staff and/or clients about special activities
• Assist to ensure that the appropriate evacuation procedures are carried out in the event of an emergency
• Observe and report any security issues to the Executive Director
• Participate in any required company training
• Other duties as assigned