We're seeking two volunteers whom will assist the organizations President and Vice President,
Administrative Assistants ensure the efficient day-to-day operation of office support.
Primary Duties and Responsibilities
Administrative Assistants perform a wide range of duties including some or all of the following:
Answer general phone inquiries using a professional and courteous manner
Direct phone inquires to the appropriate staff members
Reply to general information requests with the accurate information
Greet clients/suppliers/visitors to the organization in a professional and friendly manner
Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
Sort incoming mail, faxes, and courier deliveries for distribution
Prepare and send outgoing faxes, mail, and courier parcels
Forward incoming general e-mails to the appropriate staff member
Forward voice mail from the general mailbox to the appropriate staff member
Purchase, receive and store the office supplies ensuring that basic supplies are always available
Code and file material according to the established procedures
Update and ensure the accuracy of the organization's databases
Back-up electronic files using proper procedures
Provide secretarial and administrative support to management and other staff
Make travel, meeting and other arrangements for staff
Coordinate the maintenance of office equipment
Assist with financial management
Use computer software to prepare invoices and financial statements
Code and file financial material according to established records management procedures
Process accounts payable ensuring timeliness and accuracy of information
Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup
Prepare accurate bank reconciliations and deposits
Administer petty cash according to established procedures
Assist with financial reports as required
Month end duties as required
Provide Board support
With the Executive Director, prepare meeting agendas and supporting material for distribution
Ensure the timely distribution of material to the Board
Support the Board with meeting, travel and other arrangements
Draft minutes of Board meetings for review by the Executive Director
Create action list for management staff from board meetings
High School Diploma
Post secondary education in business, computers, or office management is an asset
Knowledge, skills and abilities
Proficiency in the use of computer programs for:
Proficiency in the use of office equipment:
Voice messaging systems
Administrative Assistants should demonstrate competence in some or all of the following:
Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the organization.
Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.