office administrative assistant

Your tasks

Administrative Support Support the CEO, Operations Director, and site leadership with daily administrative needs.

• Coordinate meetings, agendas, minutes, materials, and meeting spaces.
• Prepare and maintain documents, reports, presentations, templates, forms, and electronic records.
• Generate statistical reports, graphs, and summaries; maintain databases and SharePoint.
• Organize and maintain confidential electronic and hard-copy files.
• Develop standardized documents, policies, procedures, and administrative processes.
• Monitor office supplies and support effective working relationships.

Staff Orientation, Training, and Scheduling Support staff orientation, training, and scheduling, including leave tracking and master schedule updates.

• Monitor staffing needs and identify scheduling gaps.
• Maintain mandatory training, certification, licensing, and incident records.
• Support OH&S, WHMIS, fire safety, and safety meetings and documentation.

Fiscal and Payroll Support Assist with payroll preparation and identify discrepancies.

• Track expenditures, process accounts payable, and maintain financial records and receipts.
• Support fiscal monitoring, variance reviews, and inventory tracking.

Space and Facilities Coordinate meeting spaces, office setups, equipment, and IT arrangements for staff transitions.

• Maintain secure storage of records, keys, equipment, and materials.
• Assist with space planning and tracking building permits and licenses.

Emergency Preparedness Support emergency preparedness activities and documentation.

• Maintain current Emergency Preparedness Plans and annual fire review records.

Information Technology and Telecommunications Coordinate routine IT and telecommunications needs.

• Support staff with technology processes and liaise with internal and external resources.