Administrative Assistant/Receptionist
About The Position
Inclusion Langley Society (ILS) is seeking an Administrative Assistant/Receptionist for a 12-month temporary contract. This role serves as the primary point of contact for ILS, ensuring a welcoming and professional experience for all visitors, including service recipients, families, employees, and community partners. Reporting to the Director of Finance, the position provides essential reception, administrative, and customer service support, contributing to the efficient daily operation of the front office. The Administrative Assistant/Receptionist will support various departments through administrative coordination, records management, office organization, and communication services, all while maintaining a high level of confidentiality and professionalism. This role is crucial in fostering a positive workplace culture and ensuring responsive and efficient administrative services throughout the organization.
Requirements
- Grade 12 diploma or equivalent.
- Minimum one (1) year of reception, customer service, or administrative experience.
- Excellent customer service and interpersonal skills.
- Strong verbal and written communication skills.
- Demonstrated ability to manage multiple priorities in a fast-paced environment.
- Strong organizational skills and attention to detail.
- Ability to maintain confidentiality and exercise sound judgment and discretion.
- Proficiency with Microsoft Office applications, including Outlook, Word, Excel, Teams, and SharePoint.
- Ability to work independently and collaboratively within a team environment.
- Undergo a Police Information Check (PIC).
- Undergo a Vulnerable Sector Check by the Ministry of Justice.
Nice To Haves
- Administrative Assistant, Office Administration, or related post-secondary education is considered an asset.
- Experience working in a non-profit, social services, healthcare, or community services environment is considered an asset.
- Knowledge of diversity, equity, inclusion, accessibility, and trauma-informed practices is considered an asset.
Responsibilities
- Serve as the first point of contact for visitors, employees, supported individuals, families, and community partners.
- Greet, assist, and direct visitors in a professional, respectful, and welcoming manner.
- Answer, screen, and route incoming telephone calls and electronic inquiries.
- Complete opening and closing procedures for the administration office.
- Receive, sort, and distribute incoming mail, courier deliveries, and packages.
- Provide administrative support to multiple departments, including document preparation, filing, records management, and data entry.
- Schedule meetings, coordinate room bookings, and assist with calendar management.
- Maintain accurate electronic and physical filing systems and administrative records.
- Monitor office supply inventory and coordinate purchasing and replenishment activities.
- Support onboarding and organizational activities by preparing employee documentation and administrative materials.
- Maintain confidentiality of employee, organizational, and supported-person information.
- Utilize Microsoft Office 365, Outlook, Teams, SharePoint, and other organizational systems to support daily operations.
- Assist with organizational events, staff meetings, training activities, and special projects.
- Promote a positive, collaborative, accessible, and inclusive workplace environment.
- Perform other related duties as assigned within the scope of the position.
Benefits
- Supportive and collaborative team environment
- Opportunities to build and strengthen your skills in a complex, multi-program organization
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
