Administrative Assistant

**Position Overview**
**Administrative Assistant**

This is a multifaceted **administrative, secretarial, and financial** role that supports all aspects of the **Graduate Students’ Association (GSA)**. Reporting to the **Director of Operations (DoO)** and working closely with the Executive Team, the Administrative Assistant ensures efficient daily operations, accurate record-keeping, professional communication, and event coordination. The position requires attention to detail, strong organizational skills, and the ability to multitask in a fast-paced environment.

**Key Responsibilities**

**Administrative & Office Management**
- Organize and maintain a clean and efficient office environment
- Ensure the office space is welcoming and orderly
- Set up and maintain electronic and physical filing systems
- Classify, sort, and file correspondence, records, and documents
- Draft general forms, letters, reports, and memos as needed
- Monitor and manage pantry supplies, and shop for office and event merchandise
- Book spaces for meetings and events; ensure boardrooms are clean, organized, and ready for use

**Executive & Meeting Support**
- Perform research for the Executive Team and DoO and present findings through reports, graphs, or PowerPoint presentations
- Collaborate with the leadership team to prioritize tasks and maintain efficient workflows
- Take and transcribe accurate minutes for Board, Council, and General Meetings
- Coordinate executive calendars and schedule meetings and events
- Prepare documents and briefings for meetings, bulletins, and executive communications
- Act as the first point of contact for executives and students regarding internal processes and inquiries

**Financial Administration**
- Monitor budgets and process regular financial reports
- Prepare reimbursement cheques and monitor accounts
- Maintain accurate and efficient accounting records related to the GSA budget
- Prepare and execute necessary documents for the annual audit
- Assist with tracking spending on office supplies, merchandise, and event materials

**Event Coordination & Support**
- Assist the Executive Team in planning and executing events such as conferences and out-of-town trips
- Book venues and support travel logistics for staff and guests
- Research and obtain pricing for event goods, food, and other supplies
- Coordinate purchasing and setup of event-related merchandise or materials

**Communication & Liaison**
- Prepare group briefing sessions on topics of general concern
- Liaise with both internal departments and external vendors or service providers
- Maintain confidentiality and professionalism in handling sensitive communications and documentation

**Other Responsibilities**
- Assist with other tasks as deemed appropriate by the Association or the Executive team

**Qualifications**
- **Minimum Education**: Completion of at least an **undergraduate degree**:

- Excellent organizational, communication, and time-management skills
- Strong computer skills (e.g., Microsoft Office, Google Workspace, financial reporting tools)
- Ability to work independently and collaboratively in a team environment
- Previous experience in an administrative, office, or union setting is an asset

**How to apply**

**PLEASE READ**

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

Pay: $21.00-$24.00 per hour

Expected hours: 25 per week

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Hamilton, ON: reliably commute or plan to relocate before starting work (required)

**Education**:

- Bachelor's Degree (required)

**Experience**:

- Administrative: 1 year (preferred)

Work Location: In person

Application deadline: 2025-07-04
Expected start date: 2025-07-14