Full-time Administrative Assistant

5 days ago

Ottawa, Canada John Howard Society of Ottawa Full time

**Job Posting**:
**Central Services Administrator**:
**Location(**s)**:401 Bell Street South (our new main office location)

**Salary**:47,179.00 to 54,300.00 per annum **_**based on work experience**_**

**Hours**:35 hours per week

**Closing Date**: May 26, 2024

**About the environment**:Employees at JHS Ottawa say the organizational culture is supportive, innovative, and focused on creating a caring environment for both clients, and staff. At JHS Ottawa, you will find an employer that celebrates the uniqueness of each of its staff members and is committed to promoting an engaging working culture where all employees are encouraged to live their strengths and realize their potential. JHS Ottawa will provide permanent new employees access to a benefit plan, four weeks vacation annually, a Defined Contribution Pension Plan after eligibility waiting period, and opportunities for continual learning and development.

**About who we support**:Our employees are supporting a diverse client group including youth and adults, all genders, from a wide cross section of social, ethnic, linguistic and cultural backgrounds who are representative of our broader community. We are accountable to the people we serve by providing the highest quality of service with integrity through the delivery of responsive, innovative and evidence-informed approaches.

Collaboration is at the heart of what we do, and you'll work closely with our Central Services and Executive team, stepping in to support various tasks and projects as they arise. This is an excellent opportunity for someone who enjoys variety in their work and thrives in a collaborative environment.

**Primary Responsibilities**
- Organizing and scheduling appointments, meetings, and travel arrangements.
- Preparing meeting agendas, materials, and minutes. Coordinating logistics for meetings, including booking conference rooms and arranging catering if necessary.
- Providing general administrative support such as filing, data entry, and document preparation.
- Completing agency orders for office supplies, cell phones, business cards, bus tickets.
- Sit on committees as requested, such as the Main Office Committee.
- Assisting the Finance Team in the maintenance of accounts with external providers such as Rogers, Bell, utility companies, etc.
- Managing and maintaining files, databases, and other organizational systems to ensure efficient retrieval of information.
- Assisting with special projects and initiatives as assigned by members of the Central Services/Director Team which may involve research, coordination with other departments, and reporting on project progress.
- Building and maintaining relationships with internal and external stakeholders, including clients, vendors, and other executives.
- Handling sensitive information with discretion and maintaining confidentiality at all times.
- Anticipating and proactively addressing issues or challenges that may arise and finding solutions to ensure smooth operations.
- An outgoing, innovative, enthusiastic, and passionate personality to assist others;
- Strong organizational, time management, and administrative skills;
- Strong verbal and written communication skills;
- High level of computer proficiency (MS Office, Excel, Office 365 Teams, and SharePoint, etc.);
- Bilingualism in any other language is considered a strong asset

**You’ll also be prepared to.**
- Work on-site full time with some flexibility
- Enter data into company interface;
- Support the organization of staff and client meetings;
- Order office supplies and maintain order in the copier/mailroom spaces;
- Collaborate with off-site JHS program staff and managers;
- Perform other duties as assigned.

**You’re a fit with our organizational culture, if you mirror our values in the way you work**:

- You are committed to providing the highest quality of care for your clients, through responsive, innovative, and evidence informed approaches.
- Driven by curiosity, you adapt to achieve the best results for clients/communities you serve.
- Celebrating the uniqueness and lived experience of every person is part of your nature, and this conviction creates a sense of belonging, safety, and better outcomes for all.
- You work in a way that helps employees and clients live their strengths and reach their potential.
- Work with compassion and care for others, and help JHS build a culture of listening, mutual support, and meaningful connections.

**You’re a fit with our organizational culture if you believe**:

- In building meaningful connections across our programs, partners, and neighbourhoods in order to foster inclusion and empowerment.
- In a person-centred approach, recognizing the value, expertise, and capacity of each individual to make choices that lead to their best self.
- That systemic inequalities exist, and that all people have the right to be treated with dignity, to live free from discrimination, to have a home, and to access employment, educatio

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