Administrative Assistant

at  Stepping Stone

ORGANIZATION OVERVIEW:

Stepping Stone is a community-based agency that believes in the Housing First philosophies and practices. We strive to improve the quality of life for people who are struggling with chronic homelessness, significant mental health issues and substance misuse. We offer this by providing shelter support and supportive, affordable housing to our participants with individualized, participant-driven support plans. The Stepping Stone team collaborates with community services within Guelph-Wellington to help support these plans and to offer our participants wrap-around supports as needed.

JOB SUMMARY:

Stepping Stone is looking for an organized and self-motivated Administrative Assistant to join their team. The Administrative Assistant will report to the Executive Director. The chosen candidate will provide support to the Executive Director, managers, the Board of Directors, and other employees, by handling a variety of tasks in order to ensure that all interactions between the organization and others are positive and productive. The Administrative Assistant will manage mostly business-related tasks such as creating reports, taking minutes, and other organizational tasks.

QUALIFICATIONS, SKILLS, AND EXPERIENCE:

• Post-secondary education in Business and/or Administration
• 1-3 years’ experience in a similar position
• Excellent written and verbal communication skills
• High attention to detail
• Comfortable handling confidential information
• Strong technical skills
• Strong multi-tasking and time-management skills, with the ability to prioritize tasks

• Act as the administrative point of contact between the Executive Director and internal/external demands
• Conserves Executive Director’s time by reading, researching, and routing correspondence/emails; drafting letters and documents for review; collecting and analyzing information as required
• Maintains Executive Director’s appointment schedule by planning and scheduling meetings, teleconferences, etc.
• Preparation and distribution of Board meeting agenda packages and invitations
• Develop and maintain the google drive portal for board documentation and files
• Researches, collects, analyzes, procedures information, reports and documents as requested by the Executive Director
• Provide administrative support to leaders, including correspondence and generation and distribution of memos, letters, spreadsheets, forms and faxes
• Handling office tasks, such as filing, generating reports and presentations, meeting coordination, and reordering supplies
• Prepare meeting agendas, attend meetings to take minutes when necessary, and follow up on action items and deadlines as directed by the Executive Director
• Assists Board Committees as requested, including board recruitment and conducting orientation sessions
• Assist communications in coordination of registration for all participants for external and internal meetings and events
• Circulate and produce monthly compliance reports as directed by the Executive Director
• Maintain annual database updates, distribute information updates, and annual regulatory meeting notices
• Other duties as assigned