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Open nowPosted 7 hours ago

Administrative Assistant

Jean Tweed Centre

Where
Etobicoke, ON, Canada
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Your applicationOpen nowAdministrative AssistantJean Tweed Centre · Etobicoke, ON, Canada

  1. YouYes, apply to this one.

  2. CV RocketCV written for this posting.

  3. 25 readersRecruiter, hiring manager, skeptic. Round after round.

  4. CV RocketApplied on Jean Tweed Centre's own form.

The reply lands in your private mailbox

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The clock on this job

Early applications get read.

13.8% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
  1. 2.2%1 day
  2. 4.7%3 days
  3. 13.8%7 days
  4. 22.3%14 days
  5. 37.8%30 days
  6. 59.0%60 days
This job: posted 7 hours ago

The posting

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

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