Administrative Assistant

Full Time Position – Administrative Assistant

Salary - $20 to $24 per hour

An Administrative Assistant is the supportive force behind Willowbank, and we are currently seeking someone exceptional. The ideal candidate will be a problem solver who has excellent communication skills and impeccable attention for detail. The candidate should also have experience working in an office environment, performing administrative tasks, and handling confidential information. Duties of the Administrative Assistant include providing support to our teaching and non-teaching faculties, assisting in daily office needs and managing general administrative activities. Administrative Assistant would act as a first point of contact for all the queries to the institution. An ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position.

Objectives of this role

• Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, and office procedures.
• Support the reporting and operational requirements of The School of Restoration Arts at Willowbank, through supporting submission of documents, general operations, and communications.
• Oversee and achieve organizational goals while upholding best practices.

Responsibilities

• Maintain student records, including meeting various reporting requirements with exterior organizations.
• Coordinate faculty travel and accommodations.
• Provide front-desk coverage by managing a phone system, greeting guests as they enter the office, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environment.
• Provide administrative support, including email correspondence and generation and distribution of memos, letters, spreadsheets, forms, and faxes for the Directors.
• Plan, organize, and schedule company meetings in the office, off-site, and via videoconference.
• Coordinate travel arrangements for employees.
• Maintain filing system, contact database, employee list, and inventory.
• Order and oversee office supplies and food deliveries for group meetings.
• Taking meeting minutes and maintain record of meetings.
• Update and maintain office policies and procedures.
• Provide general support to visitors.
• Other operational tasks as assigned by the President, Willowbank.

Required skills and qualifications

• Proven administrative experience
• Excellent written and verbal communication skills
• Comfortable handling confidential information
• Strong time-management skills and multitasking ability
• Aptitude for learning new software and systems
• College diploma in appropriate field
• Experience in QuickBooks or other accounting software is an asset
• 1+ years’ work experience in post-secondary environment would be considered an asset

Preferred Experiences

• Previous success in office management
• Experience developing internal processes and filing systems

Reports to: President and supports Directors

Location

Willowbank School for Restoration Arts

14487 Niagara Parkway, Queenston, ON, L0S 1L0

Please submit resume and letter of interest to: willowbank@willowbank.ca

Job Types: Full-time, Permanent

Salary: $20.00-$24.00 per hour

Benefits:

• On-site parking

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Work Location: In person