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Administrative Assistant

3 months ago

Mississauga, Ontario, Canada Polycultural Immigrant and Community Services Full time

Position Title Administrative Assistant - Notification of Arrival

Organization Structure Reports to the Program Coordinator

Job Status Contract - until return from leave.

Number of Positions 1

Location Toronto Pearson Airport

Wages $23.78/hour for 40 hours/week

This is a bargaining unit position.

About Polycultural


Be a part of Polycultural Immigrant and Community services Founded in 1993, Polycultural is dedicated to hosting an open and inclusive environment for all.

We are a multicultural melting-pot perfectly reflecting Canada's diversity.

We are like a family, have a culture filled with care and genuine connection with a very inclusive environment for all.

With a diverse range of programs and services, we help individuals and families build a brighter future in Canada. We serve clients from over eight different locations across the GTA and Orangeville in more than 20 languages.

Scope

Responsibilities include, but are not limited to:

  • Manage official correspondences, both written and verbal to different stakeholders
  • Prepare various materials when requested, using PowerPoint, Word, and Excel
  • Monitor, update, and report Notifications of Arrival to the team and program stakeholders
  • Conduct extensive online and offline research as requested
  • Maintain programs' stakeholder's contacts and update it regularly
  • Responsible for keeping records of all travel arrangements, including hotel accommodations, airline reservations, etc.
  • Keep all records and documentation for winter clothing distribution
  • Organize all the filing and efilling of the office
  • Track office supplies and prepare purchase orders for Program Coordinator when needed
  • Maintain calendars and manage the schedules of staff arrange, coordinate, and prioritize complex scheduling and logistics
  • Provide telephone coverage to the office take accurate messages and handle urgent calls with appropriate judgment
  • Handle all incoming and outgoing mails
  • Ability to work as part of a team and under tight deadlines
  • Must be willing and able to work on flexible schedules on an asneeded basis, evenings, and weekend work is required
  • Maintain working relations with agency programs and partner agencies
  • Provide accurate reporting for supervisor
  • Actively participate in the professional development initiatives
  • Must meet targets set by the Program Coordinator
  • Acknowledge client needs with respect and empathy
  • Perform any other related duties as required

Competencies

Focus
Models appropriate behaviors to staff consistent with Polycultural's Mission, Vision, and Values.

Attention to Detail
Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organize time and resources efficiently.

Continuous Learning


Demonstrates eagerness to acquire necessary technical knowledge, skills, and judgment to accomplish a result or to serve clients' needs effectively.

Has desire and drive to acquire knowledge and skills necessary to perform the job more effectively.

Self-Management


The ability to effectively and responsibly manage your actions, well-being, and time to achieve organizational goals, self-improvement, and personal growth.

To maintain an effective work/life balance in response to a stressful, challenging, and dynamic work environment.

Teamwork


The ability to work cooperatively with others, in a participatory or leadership role to create teams that use the combined strengths of individual members to accomplish organizational goals.


Communication


Uses a variety of communication styles and strategies to foster open communications, the exchange of information, and discussion on an ongoing basis.


Qualifications

  • College/University diploma/degree in Administration or a related field is preferred
  • At least 2 years of experience working as an Administrative Assistant in a fastpaced environment
  • Expert proficiency in Microsoft Office and databases
  • Excellent written and verbal communication, as well as good facilitation skills
  • Possess outstanding problemsolving skills
  • Ability to communicate clearly and concisely (verbal and written)
  • Must possess the skills to maintain the highest level of professionalism when speaking with clients/stakeholders on behalf of the Executive Team
  • Ability to operate independently and collaboratively with a strong dynamic working style
  • Good understanding of group dynamics and employee/employer principles
  • Flexible and resultsoriented approach to work within a relatively structured environment with multiple sites
  • Demonstrate ability to build relationships and quickly gain credibility
  • Ability to maintain strict confidentiality and handle sensitive employment issues
  • Good analytical and critical thinking skills combined with common sense
  • Proven time management and organizational skills to manage compet