Administrative Assistant - Centers

The Muslim Association of Canada•Vancouver, BC

3d•Onsite

About The Position

The Administrative Assistant role provides high-quality administrative support to Management, performing general secretarial duties, managing correspondence, maintaining organized filing systems, and handling various office tasks. This position also involves accounts payable and receivable functions, grant proposal preparation and reporting, and reception services to ensure a professional and welcoming atmosphere. The role requires proficiency in office administration, bookkeeping, and computer software, along with strong organizational, communication, and problem-solving skills. The incumbent must be honest, trustworthy, culturally aware, flexible, and professional, with the ability to manage stress and adapt to changing work demands in a busy office environment.

Requirements

Proficient knowledge of office administration and bookkeeping procedures.
Familiarity with council and committee systems.
Ability to maintain a high level of accuracy and confidentiality, particularly regarding financial and employee files.
Excellent interpersonal and team-building skills.
Strong analytical and problem-solving abilities.
Decision-making skills with a strong attention to detail and accuracy.
Effective verbal and written communication skills.
High-level organizational and time management skills.
Proficiency in computer programs including spreadsheet and word processing software.
Ability to manage stress and adapt to changing environments.
Honest, trustworthy, and respectful with a strong sense of integrity.
Culturally aware and sensitive to diverse communities.
Flexible with the ability to adapt to changing work demands.
Demonstrates sound work ethics and professionalism.
Completion of office procedures coursework, combined with related administrative experience.

Responsibilities

Provide high-quality administrative support to Management
Perform general secretarial duties, including drafting and revising documents and managing correspondence
Maintain organized paper and digital filing systems
Handle photocopying, faxing, file opening, and follow-up activities
Manage calendars, schedule activities, and prepare meeting minutes
Receive, screen, and transfer telephone calls and incoming correspondence
Maintain and update databases; process changes and generate reports
Coordinate meetings and events: send notices/invitations, arrange catering, book rooms, manage participant lists, and support travel arrangements
Complete post-meeting follow-up tasks as required
Provide logistical support for projects and special events
Create, edit, and format reports, correspondence, and various documents
Prepare routine correspondence and communications
Assist with content creation and management for social media and email newsletters
Conduct web research and compile information for reports
Collect, account for, and deposit fees, donations, and other dues into the bank on a bi-monthly basis.
Receive invoices, verify accuracy, and prepare payments by cheque and mail.
Report monthly manual deposits and expenses to the finance department.
Set up and maintain a monthly database for direct debit and credit card donation collections.
Handle queries and provide necessary information to the head office and government agencies in a timely manner.
Prepare proposals for applicable grants before the deadline, including but not limited to Canada Day Celebrations, Summer Student Grants, etc.
Execute the proposal in alignment with the grant application.
Submit final reports to the Head Office for each grant received.
Maintain up-to-date sign-in/out sheets and visitor logs for the Centre.
Greet and assist visitors, ensuring a professional and welcoming atmosphere.
Order and maintain adequate washroom supplies for congregants.
Receive, screen, and transfer telephone calls and correspondence efficiently.
Perform other duties as assigned