Administrative Assistant

3 weeks ago

Westmount, Canada Resilience Montreal Full time

Resilience Montreal, created by the Native Women’s Shelter of Montreal, is a community-led project established in 2019 to support the homeless population in the Cabot Square area. It is a wellness center for the most vulnerable and provides a welcoming and safe oasis from the hardships of the streets where people with trauma are honoured, defended and can access services that meet their needs. Resilience Mtl aims to provide services that restore dignity to the lives of its patrons.

**About the Position**:
The Administrative Assistant will be responsible for performing a wide variety of administrative and operational tasks to support the Executive Assistant and the Executive Director of Resilience Montreal.

**POSITION TITLE**: Administrative Assistant

**TYPE OF POSITION**: Full Time: 30 - 40 hours/week (1 year contract)

**LOCATION**: 4000 St-Catherine St W, Westmount, Montréal, QC, H3Z 1P1

**SALARY**: $55,000 - 60,000

**PROBATION**: Three (3) month probation period, after which an evaluation will be conducted.

**APPLICATION**: Please send a **letter of intent, your resume** **and two**

**professional letters of reference**to the attention of:
Human Resources of Resilience Montreal

**Only the applicants meeting the requirements will be contacted.**

**Indigenous applicants will be given priority**

**Duties and Responsibilities**

Under the authority of the Executive Director, the Administrative Assistant is responsible for the following tasks:
**Daily and Ongoing Tasks**:

- Respond to staff requests for information.
- Respond to questions and requests for information as delegated by the Executive Director.
- Update Resilience Montreal Calendar with relevant events and meetings.
- Keep social media pages (Instagram, Facebook, Messenger) up to date.
- Pickup and mail out items on behalf of the Shelter.
- Call repair people as needed.
- Assist with employee payroll, including calculating hours, deductions, and printing timesheets. Ensure accuracy in payroll records.

**Documentation and Reporting**:

- Complete necessary reports for previous grants.
- Develop and update PSL files with relevant data for monthly payments to share with the Executive Director and Bookkeeper.
- Prepare a list of due dates for all contribution agreement reports in both digital and paper format.

**Meeting Support**:

- Take detailed notes during meetings, highlighting key discussions, decisions, and action items.
- Share meeting notes promptly with the Executive Assistant to ensure up-to-date communication regarding tasks, deadlines, and follow-up.

**Assist with Administrative Tasks**:

- Assist the Executive Assistant with organizing documents, funding reports, maintaining records, and ensuring important information is shared with the Executive Director.
- Assist in preparation for Board meetings and the Annual General Meeting (AGM).
- Assist Executive assistant with tasks where necessary.

**Executive Director Support**:
**Qualifications**
- Strong oral and written communication skills
- Strong organizational skills
- Ability to act with discretion and ensure confidentiality
- Ability to thrive in a fluid working environment
- Ability to work with culturally diverse Indigenous participants, communities, and staff
- Bilingualism in English and French
- Indigenous language skills (asset)
- Bachelor degree in Business Administration or Secretarial studies preferred
- At least five (5) years relevant work experience
- Experience working in a non-profit setting

**Job Types**: Full-time, Fixed term contract
Contract length: 12 months

Pay: $26.00-$28.86 per hour

Expected hours: 30 - 40 per week

Schedule:

- 8 hour shift
- Monday to Friday

**Language**:

- French (preferred)
- English (preferred)

Work Location: Hybrid remote in Westmount, QC H3Z 1P1

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