Administrative Assistant

**Company Information**

NorthStream Safety & Rehab is dedicated to creating safer, stronger workforces through a comprehensive range of services. Established in 2016, we are a proud woman-owned business based in Northern Ontario, serving clients across North America. Our services include occupational and medical assessments, pre-employment evaluations, and comprehensive drug and alcohol programs, including policies, training, and testing. Our mission is to build a safer world for workers and their families by helping our clients build safer workplaces.

**Summary of Position**

Reporting to the Regional Operations Manager, the Administrative Assistant will be required to perform an array of administrative duties, including secretarial and receptionist duties. Additional responsibilities include taking minutes during meetings and scheduling appointments for managers. The Administrative Assistant is also accountable for drafting, reviewing and editing time-sensitive correspondence sent by the management team. Other duties, relevant to the position, shall be assigned as required.

**Responsibilities**
- Provide administrative support to all departmental members.
- Complete and review all expense reports, invoices, and other relevant monetary documents.
- Review and prepare all documents, reports and other correspondence materials for the management team.
- Coordinate departmental office activities.
- Review, evaluate and distribute all incoming and outgoing mail.
- Maintain daily appointments of all management and executive members.
- Take and transcribe dictation notes and meeting minutes.
- Maintain a high level of confidentiality in all interactions.
- Assist with report and presentation preparation.
- Maintain a professional image and demeanour with all employees, management, executives and visitors at all times.
- Prepare travel arrangements with a keen attention to detail, where necessary.
- Other duties, relevant to the position, shall be assigned as required.

**Qualifications & Requirements**
- Business Administration degree or diploma required.
- 2 - 5 years' experience as an Administrative Assistant, or in a relevant role.
- Ability to maintain and preserve strict confidentiality.
- Proficient in Microsoft 365 programs and Adobe Acrobat for PDFs.
- Strong analytical skills and attention to detail.
- Ability to maintain strict confidentiality and uphold a high level of discretion.
- Excellent interpersonal and communication skills, both written and verbal.
- Ability to develop trusting and professional relationships with clients and partners.
- Self-motivated with excellent organizational and time management skills.
- Flexibility and good change management skills.
- Ability to work under pressure, in a fast-paced environment and meet deadlines on multiple tasks.
- Demonstrated ability to work collaboratively within an interprofessional team, as well as independently.
- Excellent customer service skills, optimistic attitude and the ability to contribute to a positive and encouraging workplace culture.
- **This position plays a critical role in practices advocating for safety and demonstrating principles, practices, and processes that will optimize a safe environment for all.**_
- **NorthStream will work with all staff to ensure they are set up to succeed and provide appropriate guidance and training to ensure the quality of work and professionalism in the workplace to better serve our clients and our team.**_

Pay: $18.00-$25.00 per hour

Expected hours: No less than 35 per week

Additional pay:

- Overtime pay

**Benefits**:

- On-site parking

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Licence/Certification:

- Driver license & vehicle (preferred)

Work Location: In person

Expected start date: 2025-05-20