Virtual Office Assistant

3 days ago

Greater Toronto Area, Canada Santele's Healing Circles Full time

Company Description

Santele's Healing Circles is an Indigenous owned and operated organization that focuses on learning circles and workshops centered around Truth & Reconciliation, including the facilitation of the KAIROS blanket exercise workshop. They host individual and group cultural-based talking circles, both virtually and in person, to promote healing and understanding. Please visit www.SantelesHealingCircles.com for more details.


Role Description

This is a 100% remote role for an Office Administrator at Santele's Healing Circles as an independent contractor/freelancer. The Office Administrator will be responsible for providing administrative assistance, managing the day to day operations of the office, communicating with clients, team facilitators, and for delivering exceptional customer service. Please submit your quote, covering letter, and CV for review and consideration for the position.


  • Overseeing the day-to-day functioning of the office, being fully engaged and aware of all operations of the day.
  • Provide support to staff and management, including handling correspondence, preparing documents, and scheduling, notetaking and/or conducting e-meetings
  • Manage communication channels, such as phone calls and emails.
  • Supervise and manage team facilitators and office staff, where applicable.
  • Maintain digital filing systems and ensure the proper retention, protection, and disposal of records.
  • Manage data entry and other record-keeping tasks.
  • Oversee workshop and office supplies to ensure resources are available when needed.
  • Establish and implement office policies and procedures to maintain order and efficiency.
  • Review and update office policies as necessary to reflect changing needs.
  • Assist with budget preparation and track expenditures, record keeping for bookkeeping purposes.
  • Process invoices and manage accounts payable and receivable.
  • Coordinate with clients and team facilitators to the completion of online and in person workshops
  • Completion of various administrative tasks and projects, as required.
  • Creating, posting and managing social media content, as needed and directed.
  • Provide regular office operations reports to management and identify areas for improvement.
  • Support the recruitment, onboarding, and training of new facilitators.
  • Managing the workshop schedule and calendar of the CEO.
  • Arranging and managing travel arrangements, including flight & accommodations, for the CEO and at least one team member.


Qualifications that will make you a great candidate for this role:

  • Administrative, Office Administration, and Office management skills.
  • Excellent professional communication skills with clients and team members.
  • Professional customer service skills.
  • Experience in coordinating and facilitating virtual or in-person workshops
  • Organizational skills and keen attention to detail
  • Ability to work independently and remotely - proactive and fully committed to the role.
  • Knowledge of Indigenous cultures and practices is a plus
  • Keen ability to keep track of and manage multiple tasks simultaneously without getting too overwhelmed or frustrated.
  • Strong verbal and written communication skills in native speaking English. [French/bilingual is a plus].
  • Works well with others and can foster a positive team environment.
  • Completes tasks in a timely fashion and can properly prioritize and reprioritize work, as required.
  • Proficiency in using office software and client management software.
  • Keen attention to detail.
  • Comfortable tracking office and travel expenses, and supplies.
  • Works effectively as part of a team and contributes to a collaborative office culture.
  • Ability to plan, coordinate, and execute office projects or events.
  • Proactive, solution focused, meeting and managing challenges with a positive attitude.
  • Positive thinker, with an easy going, upbeat disposition, balancing seriousness with a great sense of humor, wit and charm.


Education and Experience:

  • High school diploma, GED, or equivalent
  • A minimum of two years’ administrative assistance experience in an office setting
  • A minimum of one years' office administration experience.
  • Specific industry experience preferred
  • Proficient with Microsoft Office, Google Workspace, Adobe, Canvas, and Client Management software is a must, QuickBooks [for basic data entry] is a plus.
  • Associate's or Bachelor's degree in Business Administration or related field is a plus


We are small [in numbers] but very busy [in volume]. You will be an ideal fit for this position if you thrive when presented with a heavy task load, are very organized, focused, are proactive and solution driven, with good leadership skills that include a balanced sense of seriousness and humor. You will be responsible for knowing and managing the daily/weekly/monthly operation flow of the office and completing the administrative tasks, however menial, to help the office and workshops run smoothly and professionally.


If this describes you, please send to me directly, your quote/proposal that includes your hourly rate or weekly rate + your hours/daily availability + CV + covering letter that explains why you are the right candidate for this position and convinces me that you will make working with Santele's Healing Circles feel like we are your #1 client and priority. You can email directly at : teresa@santelesHC.com.


I look forward to hearing from you. I will reach back to you if we are moving forward with your proposal.

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