Administrative Assistant

**Position Overview**

You have great attention to detail and are able to adapt to the changing needs of the organization. The Administrative Assistant possesses sound judgement, is resourceful along with a great sense of initiative.

A post-secondary degree in a related field with prior administrative and accounting experience is strongly desired. Prior experience working with a non-profit is an asset.
- **Tasks And Responsibilities**
- Handle office tasks, such a filing, setting-up meetings, and ordering supplies.
- Provide technical support for virtual events and be on-hand for in-person activities such as webinars, workshops, the Annual General Meeting, Forums, Clinics, etc.
- Provide real-time scheduling support by booking meetings, appointments and preventing conflicts.
- Reserve locations and catering for events.
- Maintain and coordinate lists of registrations for events.
- Compile and summarize participant evaluation forms and add new Members to our MailChimp account.
- Order materials, create information kits and prepare mailouts for workshops, information sessions, Forums, videoconference sessions, etc.
- Maintain, coordinate, and order office supplies.
- Maintain and update the documentation library.
- Maintain and update lists such as promotional materials, documentation, inquiries, list of contacts, directories, office equipment, etc.
- Maintain and update files (electronic and hard copies).
- Manage the general paper and electronic mail.
- Maintain office equipment.
- Develop and update administrative systems to make the office more efficient.
- Process staff expense claim forms.
- Process supplier invoices.
- Liaise with staff, contractors, and external stakeholders.
- Provide regular activity reports to the Administrative Manager and Executive Director.
- Attend external meetings on occasion;
- Other related duties and functions as identified by the Executive Director.
- **Skills Requirements**:

- Adept in technology_
You must be very familiar with Microsoft Office software such as Excel, Word and PowerPoint. Knowledge of Microsoft 365 for Business, Dropbox, Trello, MailChimp and WordPress are definite assets.
- Verbal & written communication in English and French_
- Organization_
You must have strong organization skills to manage your tasks and to keep the office organized. This includes organizing team meetings, events, and filing systems to ensure they are efficient and structured to meet the needs of the organization.
- Time management and priority setting_
You must be highly organized and able to accurately estimate the time required for tasks to be able to meet the various needs of the team and to ensure that deadlines are met. Prioritizing your tasks in order of importance is vital for the smooth operation of the office. You are also responsible for implementing and documenting processes that support the efficiency of the office and the tasks of the team.
- Resourcefulness and adaptability_
As an Administrative Assistant, you will need to be resourceful when searching for information and resources in order to support the team in their tasks. Adaptability is key when working in a fast-paced environment where priorities can change. Critical and creative thinking are required to make sure that the tasks executed achieve the required results and deadlines.
- Detail-oriented_
You must be detail oriented to ensure the accuracy of information, such as the handling of sensitive communications from clients and partners and any correspondence whether internal or external to uphold a high level of professionalism.
- Initiative_
As an Administrative Assistant, you are expected to demonstrate initiative by assessing new tasks, opportunities or improvements that facilitate the operation of the organization and the team. Presenting a solid rationale for changes is much valued and important for the effective implementation of new initiatives.
- Collaboration_
Collaboration is key to Connexions’ success as many tasks are interrelated and interdependent. It is essential that you be able to work in a team environment that requires excellent communication skills in order to generate innovative ideas and solutions that support the organization’s mission.
- **Hours of work**

35 hours per week from Monday to Friday (full-time)
- **Remuneration**

Starting annual salary is $45,000 and is negotiable depending on your previous work experience.

Successfully complete 1 year of employment and receive a $2,000.00 retention bonus.
- **Location of work**

67, rue du Couvent, Gatineau (Aylmer Sector), QC, J9H 6A2 (free parking available)
- **Benefits**

Connexions’ offers a group benefit package following a 3-month probation period, which is cost-shared 70% between the employee and the employer.
- **Applying**
- **Mission**

Connexions Resource Centre is a not-for-profit community organization whose mission is to serve and promote the health, well-being, and vitality of the English-speaking population of th