Administrative Assistant

4 weeks ago

Mississauga Ontario CW, Peel region, Canada Islamic Circle of North America Full time

Overview:
ICNA Relief Canada (IRC) is a department of ICNA Canada, working in the field of community and social development. The Islamic Circle of North America (ICNA) is federally registered in Canada as a charitable organization. We have built a widely respected reputation through our community welfare work. IRC is dedicated to reaching out at home and abroad through a wide range of aid and rehabilitation projects; in particular, IRC endeavors to respond effectively to victims of natural disasters internationally.

ICNA Relief Canada is hiring an Administrative Assistant for its Head Office in Mississauga. The Administrative Assistant will be reporting to the Admin Manager. The role is primarily responsible for office reception, donor relations, social media postings, and providing general administrative support to IRC’s team in daily tasks with an objective to create an effective and efficient work environment at the head office.

Responsibilities:

  • Provide administrative support to ensure smooth office operations.
  • Maintain both physical and digital filing systems for all correspondence.
  • Answer phone calls, schedule appointments, sign for incoming packages, and assist clients and visitors.
  • Serve as the primary point of contact among executives, employees, clients, and external partners, maintaining a positive and professional image of the organization.
  • Manage information flow accurately and promptly.
  • Respond to emails, donor inquiries, and other correspondence.
  • Draft and edit letters, reports, and other documents as needed.
  • Input and update information in databases and spreadsheets.
  • Process online donations and address donor inquiries and issues.
  • Prepare meeting agendas and take minutes during meetings.
  • Operate and maintain office equipment, such as printers, copiers, and fax machines.
  • Conduct research, compile information, and summarize data for reports and presentations.
  • Collaborate closely with other departments and provide support as required.
  • Handle sensitive information with discretion to uphold confidentiality and comply with privacy policies and regulations.
  • Ensure deadlines are met and adapt to changes in the work environment.
  • Perform any additional tasks assigned by management.

Qualifications:

  • Must have a degree in a relevant field and 3-5 years of experience in customer service, social services, or office management.
  • Must have excellent discretionary skills and be able to communicate politely and effectively within a small office.
  • Highly organized with the ability to manage multiple projects and deadlines simultaneously.
  • Ability to work independently and must have strong interpersonal skills demonstrating tact and confidence in engaging with volunteers, clients, and staff on a daily basis.
  • The ideal candidate will have a strong sense of cultural awareness and sensitivity in all dealings.
  • Passion for the mission and values of the organization.

Working Conditions:

General office environment (prolonged sitting/eye strain from computer use, deadlines, indoor air quality/temperatures, lighting, etc.)

Job Types: Full-time, Permanent

Pay: $40,000.00 per year

Benefits:

  • Dental care
  • Extended health care
  • On-site parking
  • Paid time off

Flexible language requirement:

  • French not required

Schedule:

  • 8 hour shift
  • Monday to Friday
  • Weekends as needed

Ability to commute/relocate:

  • Mississauga, ON L5N 3W5: reliably commute or plan to relocate before starting work (required)

Education:

  • Bachelor's Degree (required)

Experience:

  • Customer Service, Social Services or Office Management: 3 years (required)

Language:

  • English (required)

Work Location: In person

Application deadline: 2024-08-20
Expected start date: 2024-08-30

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