Administrative Assistant

FIREFLY • Kenora, ON

26d • CA$47,618 - CA$53,251 • Onsite

About The Position

FIREFLY is seeking a regular full time Administrative Assistant to provide administrative support and reception in our Kenora 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. 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. This is a full-time 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 practices

Responsibilities

• Provide clerical and administrative support to Clinical Managers and frontline staff.
• 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.

Benefits

• Healthcare of Ontario Pension Plan (HOOPP)
• Vacation entitlement starting at 4 weeks per year, plus paid time off between Christmas and New Year's
• Paid sick leave (1.25 days accrued per month, up to 30 days)
• Additional paid time off including Wellness Days, and Community Service & Cultural Days.
• Professional development and training opportunities.
• Comprehensive benefit plan (health, dental, vision, travel, life insurance, and critical illness coverage with 100% employer paid premiums)
• Supportive workplace culture focused on teamwork and well-being.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree