Administrative Assistant

**Overview**

The Administrative Assistant is responsible for a wide variety of administrative duties in support of the Tri-Alliance Shared Services Organization and its agencies. This includes coordinating and communicating office activities, greeting and screening visitors, answering and referring inbound telephone calls, and providing general administrative support.

**Duties**

**A. Reception**
- Welcome all visitors of the agency in professional and courteous manner.
- Manages the agency’s telephone and voice mail system.
- Refer all inquiries to the appropriate individuals or departments.
- Administer and manage inbound/outbound mail, faxes, parcels, courier services, and other correspondence ensuring information is directed to the correct person, dealing tactfully with information that is of a personal or confidential nature.

**B. Administrative**
- Provide day-to-day administrative support services for the Tri Alliance team.
- Operate office equipment and arrange for servicing of printers, photocopiers, paper shredders, fax machines, scanners, the postage meter, the postage scale, and/or other office equipment.
- Maintain the central office supply system, making inventory purchases and billing appropriate departments for their usage.
- Assist in maintaining in a confidential secure manner all keys for the Administration Office.
- Develop and maintain templates for common office documents.
- Assist in ensuring the smooth functioning of special events such as fundraising and promotional activities.
- Prepare specialized reports for Managers as required.
- Phones: main contact for 8x8 phone and video conferencing systems. Including cell phones, ordering and setting up.
- Managerial Support: assist managers with filing, spreadsheets, and any other administrative tasks upon request.
- Take minutes at various committee meetings upon request.
- Insurance: Coordinate with insurance company to ensure accurate and necessary insurance policies are in place for CLOSD & TASSO, including automobile, property, and SIL insurance. As well as MTO license stickers, and accessible parking permits.

**C. Other**

Work collaboratively with other agency staff, departments and volunteers.
- Operate in an effective, efficient and person centered manner to achieve the best outcomes.
- Keep abreast of agency practices and department operations in order to facilitate response to routine inquiries, as much as possible directing inquiries to appropriate person.
- Keeps abreast of current trends in the field and be willing to update knowledge as necessary by taking pertinent courses, attending training events, or participating in Agency committees.
- Other duties as assigned.

**Requirements**:

- Demonstrated passion for serving the community with exemplary customer service skills
- College diploma in Office Administration or Business Administration or university degree coupled with experience.
- Experience with the Microsoft suit of tools, including but not limited to Excel, Outlook, PowerPoint, Publisher, and Word, CANVA
- Attention to detail and excellent follow through skills with the ability to take initiative.
- Excellent writing skills, including proper spelling, grammar, and punctuation.
- Superior time management skills, multitasking skills, and the ability to prioritize tasks with mínimal supervision.
- Sound analytical thinking, planning, prioritization, and execution skills.
- Excellent communication skills, verbal and written.

**Job Types**: Full-time, Permanent

Pay: From $50,275.00 per year

**Benefits**:

- Company pension
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Flexible language requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- Mandarin (preferred)

Work Location: In person