FULL-TIME PERMANENT POSTION – ADMINISTRATIVE ASSISTANT

Start Date: September 2018

Job Summary:

The Administrative Assistant assists the Executive Director with administrative tasks; prepares correspondence, reports, statements and other materials; operates office equipment, answers telephones and performs clerical / computer duties according to established procedures. See more details below.

Salary: $18.00 to $19.39 per hour with benefits – Annually 14 days office closed without pay

Submitting Your Application:

Please email resume and cover letter to [email protected] Applications must be received by no later than Wednesday, August 15, 2018.

We encourage applications from qualified people of all backgrounds, including women, members of visible minorities, Aboriginal peoples, and persons with disabilities.

Please Note: We thank all those who express an interest in this employment opportunity; however, only those selected for an interview will be contacted.

Required knowledge, skills and abilities:
• completion of a 3 year college diploma in any discipline
• proficient in the use of software applications such as MS Word, PowerPoint, Excel, Outlook
• experience using MS Access, MS Publisher, and WordPress (website editing software) would be considered an asset
• excellent communication skills are essential in English (both spoken & written)
• spoken communication skills in Arabic would be considered an asset
• at least 1 year of office work experience
• highly organized and able to complete multiple tasks and priorities in a timely fashion
• self-starter and able to work both independently and within a team
• flexibility working in a quiet small team-oriented office
• ability to set priorities and demonstrate flexibility in work hours as required
• client service oriented, and works effectively both alone and as part of a team
• exhibits sensitivity in working in a volunteer-based setting
• excellent listening skills, and demonstrates empathy, sound judgement, initiative, and responsibility in communicating with people from a variety of socio-cultural and language backgrounds and with limited skills in the English language
• creative in solving problems and able to recommend solutions
• willingness to participate in ELTOC events outside of office hours within the scope of responsibilities for this job

Job Description:
Assists the Executive Director with administrative tasks; prepares correspondence, reports, statements and other materials; operates office equipment, answers telephones and performs clerical/computer duties according to established procedures.

    Main duties

  • Computer related: upkeep office and computer equipment; input data to and extract reports from ELTOC’s internal database (MSAccess) and the government generated database (HARTs); update ELTOC’s website (with WordPress) and social media sites
  • Public-relation related: perform reception duties: answer phone calls, provide general information to visitors, clients and the public, and assist with library resources; assist in the client/volunteer matching process – advertise, recruit, take phone referrals, maintain accurate records and files; produce quarterly newsletter including writing, graphics, and design with input and upon consultation with co-workers; write standard letters, design/adapt forms and develop promotional material (flyers, brochures, etc.); respond to inquiries and requests received via telephone or email from potential clients, volunteers and the public, directing individuals/enquiries to the appropriate staff member or external agency
  • Office-keeping related: photocopy and collate documents for distribution, mailing and filing using email, post and courier services; purchase office supplies, order materials and books for the resource library; record petty cash transactions, make bank deposits, mail out prepared invoices; organize maintenance services and supplies for office equipment; assist in compiling information for Board members, grant proposals and other purposes; help with set up of meeting rooms for staff and board; oversee the upkeep of the shared office space and the kitchen; clerical tasks related to any of the duties indicated above; oversee work of office volunteers
  • Administrative support to the Executive Director: As directed
  • Syrian Refugee Tutoring Program: take student referrals; enter information into the database; register new students into the program
  • Other support: willingness to participate in ELTOC special events outside of office hours (eg.- AGM, Volunteer Appreciation Day, Office Retreat, fund raising events, and Heartwood House events, etc.)
  • Within the scope of responsibilities for this job, specific duties may change with the needs of the organization.