Administrative Assistant (Casual)

FIREFLY•Fort Frances, ON

1d•CA$26 - CA$29•Onsite

About The Position

FIREFLY is seeking a casual Administrative Assistant to provide administrative support and reception in our Fort Frances location. This role is essential in keeping programs running smoothly and ensuring clients and staff receive timely, responsive support. As an Administrative Assistant, you will play a key role in supporting daily operations across assigned programs. You will ensure effective communication, coordinate administrative processes, and help maintain a welcoming and organized environment for clients, families, and staff. Reporting to the Executive Assistant, you will provide clerical and administrative support to Clinical Managers and frontline staff. This is a casual position. Flexibility is required to support program and office needs.

Requirements

College diploma in Business or related field, or an equivalent combination of education and experience.
3-5 years of experience working in a fast-paced office environment.
Working knowledge of common office software and systems
Strong organization and time management skills
Ability to work independently and manage competing priorities
Excellent verbal and written communication skills
Strong attention to detail and accuracy
Ability to maintain confidentiality and exercise sound judgement
Problem-solving skills, including the ability to manage conflict and support solutions
A collaborative team approach and commitment to FIREFLY's values
Clear Criminal Record Check
Ability to manage a reasonable workload with effective prioritization and follow-up
Commitment to teamwork while working independently
Commitment to delivering high-quality work
Ability to support a respectful and safe workplace
Commitment to promoting and following FIREFLY's health and safety practice

Responsibilities

Offer reception support, including scheduling appointments, coordinating conference calls, maintaining calendars, and managing incoming calls.
Screen and redirect calls appropriately, including responding to urgent or crisis-related inquiries.
Attend unit meetings and prepare accurate meeting minutes.
Sort and distribute incoming and outgoing mail and maintain office supply inventory.
Support office equipment maintenance (copiers, fax machines, postage meter, etc.) including troubleshooting as needed.
Assist with agency events, including purchasing supplies and managing receipts and gift cards.
Provide flexible coverage for reception and office functions as needed.
Attend meetings and training as required.