Administrative Assistant - Learning

OFIFC • Toronto, ON

10d • CA$58,000 - CA$68,000

About The Position

The Administrative Assistant provides administrative support to ensure the efficient operation of the OFIFC office. This role involves a variety of tasks related to organization and communication. The Administrative Assistant will be responsible for assisting in daily office needs and managing the OFIFC’s general administrative activities ensuring efficient day-to-day office operations. This job description is not intended to be all-inclusive. The employee may perform other related duties as assigned to meet the ongoing needs of the organization.

Requirements

• High school diploma/GED
• 3 – 5 years of administrative experience
• Adaptability
• Interpersonal Skills
• Service Delivery
• Proactive / Takes Initiative
• Judgement
• Team Player
• Outstanding organisational skills (includes time, space and task management)
• Excellent communication skills (including listening, oral, written and telephone/email)
• High proficiency in Microsoft Office Suite (Word, Excel, Access, Outlook, etc.)
• Proficiency with office equipment (computer, fax, photocopier, scanner, etc.)
• Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.

Nice To Haves

• Post-secondary education in office administration or a related discipline desirable

Responsibilities

• Prepares and formats a variety of word documents, spreadsheets and presentations as required;
• Drafts correspondence as required, including processes for Administration manual
• Files incoming mail and distributes deliveries;
• Prepares, logs and sends out outgoing mail, mass mailings and deliveries;
• Prints, photocopies, faxes and scans documents;
• Entering, transcribing, recording, storing, maintaining and filing all OFIFC’s official records (hard copy and electronic-copy, such as central files, reports, correspondence, emails, etc.) in accordance with OFIFC’s Records Management system;
• Assists staff with ensuring electronic filing is complete including but not limited to reports, correspondence, emails, and other such documents;
• Retrieves filed documents, when requested;
• Updates and maintains electronic databases and Outlook calendars;
• Prepares and distributes meeting minutes;
• Schedules, coordinates and sets up internal/external meeting room logistics (includes inventory, reconciliations and maintenance of meeting room supplies);
• Coordinates workshop and travel arrangements through preferred travel agency (includes registrations, reconciliations, materials, hotels, caterers, flights, transfers, etc.);
• Coordinates office supply requests;
• Researches, obtains quotes, purchases and maintains workgroup promotional materials;
• Maintains inventory of OFIFC’s Resource Library and Long Term Storage area;
• Performs reception relief duties;
• Participates in new hire orientation and workstation set up;
• Assists with maintenance of clean and professional work areas;
• Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
• Keeping up-to-date technically and applying new knowledge to your job;
• Promotes a healthy, safe work environment; and
• Performs other duties, related to the position, as assigned by the Executive Director or designate.

Benefits

• Culture-based organization
• Registered Pension Plan - Employer Matching
• Comprehensive Health benefits after the probationary period including Health Care Spending Account & Lifestyle Spending Account (100% Employer paid)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED