Administrative Assistant

Job Summary

The **Administrative Assistant** plays a crucial role in supporting Crossroads for Women (CFW) in its mission to help women and children transition from crisis to empowerment through safe housing, education, and one-on-one support. This is a full-time position that is performed in an office environment at the transition house. Reporting to the Executive Director, the Administrative Assistant ensures that the Transition House team, particularly executive staff and accountant, are well-supported and the organization is well-protected. This role contributes to fostering a culture where everyone feels safe, valued, and respected.

**Responsibilities**:

- Provide administrative support for all Transition House operations.
- Prepare, key in, edit, and proofread correspondence, invoices, presentations, brochures, publications, reports, and related material.
- Pick-up, open and distribute incoming regular and electronic mail, coordinate the flow of information internally and externally.
- Support the accountant in day-to-day tasks, follow financial controls and procedures.
- Prepare and make bank deposits, reconcile banking statements, and perform other accounting support tasks.
- Support HR functions such as maintaining employee files, assisting with onboarding, collecting CVs and scheduling interviews.
- Answer telephone and electronic inquiries, relay telephone calls and messages.
- Greet visitors, ascertain the nature of business, and direct visitors; keep records of visitors and log contractors.
- Manage social media accounts, which include creating graphics on Canva, writing captions in English and French, posting through META and monitoring comments and messages.
- Order office supplies and maintain inventory.
- Set up and maintain manual and computerized information filing systems and client/stakeholder databases.
- Assist with fundraising activities such as tracking stewardship, researching grant opportunities and helping prepare the proposals, mailing tax receipts, record keeping, accepting physical donations and event planning.
- Prepare agendas and minutes for staff meetings and participate in training sessions and special events.
- Compile data, statistics, and other information to support business activities.
- Provide translation services.
- All other duties related to the organization and its mission, programs, and services.

**Qualifications**:

- **Education**: Grade 12 diploma required; post-secondary training preferred.
- **Experience**:2+ years of related experience.
- **Technical Proficiency**: Highly proficient in Google Suite and other web-based data management software.
- **Communication**: Excellent communication and interpersonal skills in both written and spoken English and French.
- **Confidentiality**: Ability to maintain standards of confidentiality, adhere to ethical standards, and maintain professional boundaries.
- **Organization**: Highly organized with the ability to manage multiple demands concurrently under tight timelines.
- **Cultural Sensitivity**: Must be respectful of cultural differences, socio-economic status, and lifestyle diversity.
- **Compassion and Learning**: Ability to work with compassion, learn about social justice issues, and incorporate feminist, anti-racism, and anti-oppression frameworks.
- **Stress Management**: Ability to deal with work-related stress in a healthy manner.
- **Non-Profit Familiarity**: Familiarity with non-profit social services or related work environments.
- **Trauma-Informed Approach**: Willingness to gain experience and training in providing services from a trauma-informed perspective, including violence against women services and interventions, child abuse, and understanding the issues and barriers faced by abused women and their children during the re-establishment process.
- **Physical Requirements**:The role requires active listening, regular reading of computer screens and documents, lifting up to 40 pounds, long hours of sitting and using office equipment, and maintaining office equipment.
- **Special Requirements/Training**:

- Satisfactory vulnerable sector and criminal record check upon hire; renewable every 3 years as a condition of employment.
- Must complete and maintain CPR and First Aid Training (at employer’s expense).
- Must have access to a vehicle for occasional local use.
- Must be able to work on-site.
- Legally able to work in Canada.

Titre du poste : Assistant(e) administratif(ve)

Résumé du poste

**L'assistant(e) administratif(ve)** joue un rôle crucial en soutenant le Carrefour pour femmes (CPF) dans sa mission d'aider les femmes et les enfants à passer de la crise à l'autonomisation grâce à un logement sécuritaire, à l'éducation et à un soutien individualisé. Il s'agit d'un poste à temps plein qui s'exerce dans un environnement de bureau à la maison de transition. Sous la responsabilité de la directrice générale, l'assistant(e) administratif(ve) veille à ce que l'équipe de la maison de transition