Administrative Assistant

3 weeks ago

Oakville, Canada HMC Connections Full time

**DUTIES AND RESPONSIBILITIES**
- Responsible for the effective performance of assigned administrative and clerical functions.
- Maintains and assist with all program reporting and statistics, must be fully computer literate.
- Manages the daily flow of information through the office front desk.
- Receives and screens visitors and telephone calls and either notify staff members or records and relays messages. Conducts visitors to proper offices and announces them.
- Schedules and books appointments for Walk in Clients for HMC Programs and services and reserves meeting rooms and/or audio and visual equipment for HMC programs.
- Types, files, and assembles a variety of documents including memos, letters, and reports.
- Prepares, copies and distributes marketing materials accordingly for HMC programs and or events
- Enhance and update the resource space at the reception.
- Sorts, records and distributes incoming and outgoing mail to appropriate persons.
- Keeps track of client and visitor traffic at office reception
- Oversees the smooth functioning of photocopier, printer, fax and other office equipment. Performs minor maintenance and orders supplies for program.
- Takes and delivers messages or transfers calls to voice mail when appropriate staff are unavailable.
- Maintains front desk flyer stand and information boards and ensures program flyers, literature and materials are neat and up-to-date.
- Conducts surveys to determine overall client satisfaction with our programs or services
- Stays current and informed about HMC's programs and services to answer clients and public inquires.

**Head Office Oakville North** **Milton** **Burlington** **Georgetown**
1092 Speers Road 380 Dundas St. E. 55 Ontario Street South 760 Brant Street, Unit 7 360 Guelph Street, Unit 33

Oakville, ON, L6L 2X4 Oakville, ON, L6H 6Z9 Milton, ON, L9T 2M3 Burlington, ON, L7L 1S8 Georgetown, ON, L7G 4B5

One Community for All
- Prepares and maintains assigned records and reports.
- Maintaining effective business relations with clients, vendors, and other business professionals.
- Maintains effective working relationships with front line staff and with management.
- Other duties as required or assigned.

**QUALIFICATIONS & EXPERIENCE**
- Certificate in Office Administration or equivalent experience.
- An understanding of and sensitivity to the unique experiences of newcomer families and the process of integration into a new society.
- Previous multi-stakeholder relations experience an asset.
- Demonstrated ability to establish and maintain positive relationships with clients, colleagues and key stakeholders.
- A valid driver’s license and access to a reliable vehicle - the work will require working throughout Halton.
- A second language is an asset.

**REQUIRED SKILLS**
- Excellent computer skills including proficiency in Word, Excel, PowerPoint and Publisher.
- Strong customer service skills, strong attention to detail, ability to multi-task.
- Superior team work and interpersonal skills and good verbal and written communication.
- Flexible to deal with changing demands of the job, including a varied work schedule.
- Ability to organize and plan, solid analytical, creative, and problem-solving abilities with project management skills an asset.
- Able to work well independently and handle all types of situations with diplomacy and politeness.
- Demonstrated ability to remain calm in crisis situations.
- Ability to sit for extended periods of time.
- HMC values the diversity of people and communities and is committed to excellence and inclusion in our organization._

**Head Office Oakville North** **Milton** **Burlington** **Georgetown**
1092 Speers Road 380 Dundas St. E. 55 Ontario Street South 760 Brant Street, Unit 7 360 Guelph Street, Unit 33

Oakville, ON, L6L 2X4 Oakville, ON, L6H 6Z9 Milton, ON, L9T 2M3 Burlington, ON, L7L 1S8 Georgetown, ON, L7G 4B5

**Job Type**: Part-time
Part-time hours: 21 per week

**Salary**: $23.76 per hour

Schedule:

- 8 hour shift

Ability to commute/relocate:

- Oakville, ON: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

Work Location: Hybrid remote in Oakville, ON

Application deadline: 2023-01-21

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