Office Administrator

3 weeks ago

Halifax, Canada Avalon Sexual Assault Centre Full time

**Employment Opportunity: Office Administrator (Full-time, permanent)**

Reporting to the Executive Director (ED), the Office Administrator is responsible for ensuring the smooth operation of the organization by coordinating day-to-day office activities and providing administrative, clerical, and logístical support to the ED, staff team, and workplace committees.

Avalon Sexual Assault Centre (“Avalon”) is a feminist organization working to eliminate sexual assault and abuse, and to change the current socio-political culture that fosters sexism, social injustice and other forms of oppression. Avalon has been supporting survivors of sexualized violence since 1984. Its therapeutic counselling, sexual assault nurse examiner service, navigation, advocacy and education services are vital to creating communities free from sexualized violence and abuse.

**Responsibilities**

Manage front desk and reception area, including:

- Answering and directing calls to appropriate staff members and/or ensuring accurate message is taken and delivered to appropriate staff members in a timely fashion o Anticipating client and/or guest arrivals by monitoring staff calendars
- Greeting clients and/or guests and directing them to appropriate appointments
- Helping to ensure Avalon’s front entrance, reception, and waiting areas provide a clean, safe, and welcoming environment for all visitors

Coordinate and support workplace meetings, including:

- Scheduling meetings and coordinating room bookings as required
- Coordinating meeting refreshments as required and approved by ED
- Preparing and distributing agendas in consultation with meeting chair
- Recording and distributing meeting minutes in a timely fashion

Coordinate and support office technology and procedures, including:

- Developing and maintaining efficient digital and paper filing systems
- Maintaining and updating office equipment, including hardware and software
- Maintaining and updating Avalon’s telephone service, security system, and IT needs
- Liaising with service providers to coordinate all equipment and IT needs, including proper handling of equipment and data storage for incoming and outgoing employees, oversight of ticket system, and acting as point of contact between IT partner and staff
- Assisting staff team with data entry as required

Support management in the procurement of goods and services, including:

- Maintaining accurate inventory of office supplies, kitchen and cleaning supplies, computer equipment, furniture, etc.
- Monitoring stock levels and identifying and coordinating purchasing needs
- Communicating and liaising with vendors and suppliers with oversight from management
- Maintaining updated records of vendor contracts and service agreements

Establish and maintain interactions and relations with building property management and communicate pertinent building-related communications to staff team as they arise

Support staff team in scheduling and coordinating special events, such as cleaning/moving days, professional development days, staff retreats, annual general meetings, and community events

Receive, send, and distribute mail, including packages and supplies as required

Deposit cheques and ensure proper recording and filing of deposit slips

Coordinate monthly parking schedule among staff team

Engage in workplace culture by participating in staff meetings, committees, and working groups

Additional duties as required

**Qualifications**
- Degree, diploma, and/or equivalent experience and training in Social Sciences, Social Work, and/or Office Administration
- Minimum 1 year related experience providing administrative, clerical, logístical and/or reception support for an organization or workplace of similar size and scope
- Proficient with complete Office 365 platform, including using, optimizing, customizing, and integrating apps such as Microsoft Teams, Outlook, Forms, Excel, Word, PowerPoint, etc.
- Knowledgeable about the needs and work processes of various vendors and service providers, including but not limited to IT, printing, security, and building management
- Excellent communication and interpersonal skills, including the ability to communicate in a timely, transparent, and relational matter using the appropriate channels, tools, and techniques
- Strong organizational and time management skills with the ability to multi-task and prioritize
- Ability to be adaptable, flexible, and creative in a changing work environment while maintaining effectiveness and efficiency
- Ability to work from a supportive, confidential, non-judgmental, trauma-informed approach
- Commitment to feminist, anti-racist, anti-oppressive, intersectional analysis
- Knowledge and experience working in the non-profit sector an asset
- Knowledge and experience in the field of gender-based and sexualized violence an asset

**Working Conditions**
- **Location**: This position requires daily reporting to the Avalon main office, with occasional flexi

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