Administrative Assistant I

2 weeks ago

Mississauga, Canada VON Canada (Ontario) Full time

**Requisition Details**:
Employment Status: Temporary Full-Time (1.0 FTE)
Program Name: Community Support Services
Number of Hours Bi-Weekly: 75
Work Schedule: Days
Anticipated End Date: March 2025
On-Call: No

**Job Summary**:
The Administrative Assistant I is responsible for administrative support functions to assist VON in providing quality service to the public. The position acts as a resource for the site management team and other team members in the office by collecting and responding to incoming correspondence, creating and formatting documents, and other related job functions. This position is a combination of office administrative tasks along with front-line interaction at our volunteer depot.

**Key Responsibilities**:

- Responds to any general inquiries including answering telephone calls and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly courteous manner.
- Responds to messages from the answering service as required.
- Answers general inquiries regarding the VON organization with informed and satisfactory responses.
- Schedules and organizes meetings and appointments as requested.
- Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports, and other documents as directed
- Assists in the production of newsletters (including a collection of material, typing/formatting, and photocopying/printing) and in standardizing processes and forms.
- Manages filing systems for all client and general files, ensuring accuracy, security, and confidentiality.
- Inputs relevant information and produces reports, statistics and data as directed for the efficient operation of the function.
- Orders supplies, receives and maintains an inventory of required supplies.
- Collaborates with teams to organize logistics for special projects, and events.
- Performs other duties as assigned.

**External and Internal Relationships**:

- Communicates regularly and follow up with employees, managers and corporate services staff.

**Education, Designations, and Experience**:

- Post-secondary education in office administration, Gerontology, Social Services, office information technology or a related field or related relevant experience
- Proficiency in Windows OS and MS Office Suite programs
- Experience with scheduling software and Cognos is considered an asset

**Skill Requirements**:

- Excellent oral and written communication skills
- Strong organizational skills with an ability to prioritize and multi-task
- Excellent customer service skills
- High level of accuracy and attention to detail
- Able to work both independently and within a team
- Ability to maintain confidentiality at all times

**Other**:

- Criminal records and vulnerable sector check
- The use of Personal Protective Equipment may be required

Work Conditions and Physical Capabilities: fast-paced environment; attention to detail; lift and carry using appropriate lifting techniques; walk, sit, stand, and climb stairs; grip and fine hand movements.

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