Administrative Assistant (Canada Summer Job)

The Mustard SEED Society • Calgary, AB

3d • Onsite

About The Position

The Administrative Assistant (Canada Summer Job) plays a vital role in strengthening the daily operations of our Finance, IT, and Facilities teams. This position not only supports essential administrative tasks but also provides a student with the opportunity to develop a wide range of professional skills in a collaborative, mission-driven nonprofit environment. This role provides the opportunity to gain hands-on experience in office administration, business operations, and organizational coordination. Develop practical skills in communication, time management, digital literacy, problem-solving, and information management. Learn how core operational departments—Finance, IT, and Facilities—work together to support frontline programs and ensure the organization’s overall effectiveness. Contribute to meaningful projects that directly improve internal systems, enhance efficiency, and strengthen our ability to serve the community. Build confidence and professional readiness through mentorship, exposure to different teams, and real responsibilities that contribute to organizational impact. Understand the inner workings of a nonprofit, including how administrative support plays a crucial role in enabling programs, services, and community outcomes. By supporting the backbone operations of the organization, the student helps ensure programs run smoothly and resources are used effectively, ultimately contributing to stronger, more sustainable community services.

Requirements

• Strong organizational and time management skills with an ability to prioritize and manage multiple tasks.
• Excellent communication skills, both written and verbal, with the ability to collaborate with diverse teams.
• A proactive, adaptable approach to problem-solving and the ability to maintain a positive attitude in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database management or finance software.
• Demonstrated interest in the organization’s mission and a passion for contributing to meaningful work within the community.
• Be between 18 and 30 years of age
• Be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment
• Have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations
• Not a member of the Immediate Family of the Employer or a member of the Immediate Family of an officer or director of the Employer
• International students are not eligible participants

Nice To Haves

• Experience or familiarity with office administration and support within a non-profit or professional setting is preferred.

Responsibilities

• Support administrative tasks for the Finance, IT, and Facilities teams, including credit card reconciliation, invoice coding, booking systems, document management, mail handling, and general office duties.
• Use and develop proficiency in office software and internal systems such as Microsoft Office Suite, financial tools, data management platforms, and reporting systems.
• Assist in organizing and maintaining records; preparing reports; minute taking; and ensuring all documentation meets organizational standards.
• Provide logistical support for meetings, events, and departmental projects to ensure smooth coordination and effective operations.
• Conduct research and compile information to support planning, decision-making, and ongoing initiatives.
• Participate in administrative projects that improve internal processes, strengthen organizational capacity, and enhance program delivery.
• Perform additional administrative duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed