Administrative Assistant

OVERVIEW

SIRCH Community Services is a multi-faceted organization dedicated to creating individual and community resilience through a variety of programs, services and social enterprises.

position summary

As Administrative Assistant, you ensure everyone feels welcomed, has clear and accurate information about SIRCH’s programs and services, and is directed to the appropriate staff person. You effectively complete organizational tasks, data management, reports and project management. Your job is pivotal to the organization and staff team, as you assist other staff to get information, statistics and reports in on time.

DUTIES & RESPONSIBILITIES

The key responsibilities of the Administrative Assistant position include the following:

Reception

• · Greet all visitors in a welcoming, professional manner
• · Ensure all inquiries are answered or directed to the appropriate staff member or community resource.
• · Manage phones, and general SIRCH emails.

Support to Staff

• Monitor staff Google calendars, and ensure staff are updating them
• Provide admin support to program leads and other staff as required (e.g. photocopying, formatting, printing, etc.)
• Track staff and board member birthdays, volunteer occasions and other special events and ensure these are acknowledged
• Ensure that all correspondence or other print/virtual materials for distribution are correctly branded and checked for errors.

Organization

• Assist with organizing events and meetings (annual meeting, fundraising events, staff meetings, etc.)
• Manage Zoom bookings, and boardroom bookings
• Assist with recruitment including online job postings, print ads, booking interviews etc.

Data Management

• Track statistical data for various programs
• Maintain a library (hard copy and/or electronic versions) of all official flyers, correspondence, testimonials, quotes, pictures, etc.
• Ensure SIRCH Dropbox is being used efficiently by all staff and assist in educating staff on properly filing documents
• Assist with mailings (e.g. donor newsletters, annual reports, others as directed).
• Manage mail lists and keep contact lists updated
• Set up and maintain data bases as required

Other Responsibilities

· As programs evolve or new ones are added, be prepared to assume new administrative responsibilities

SKILLS & QUALIFICATIONS

• Post-Secondary Diploma or related experience
• At least two years experience in an entry level administrative position
• Organized, competent and efficient
• Positive, warm and welcoming
• Reliable and motivated
• Exceptional written and interpersonal communication skills
• Excellent understanding of Google Workspace and Microsoft Office products including Excel

OTHER

• Valid Ontario Driver’s License and reliable vehicle
• Criminal Reference Check

Job Types: Full-time, Part-time, Permanent

Salary: $22.00-$25.00 per year

Expected hours: 35 per week

Benefits:

• Dental care
• Extended health care
• Paid time off

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Work Location: In person