Administrative Assistant

**Waterloo Region - Administrative Assistant - Immigrant Services**

**Location**: Waterloo Region
- **Work Hours**: 37.5 hours per week
- **Employment Type**: Full Time, Contract
- **Number of Vacancies**: 1
- **Anticipated Start Date**: Immediately
- **Contract End Date**: March 31, 2026
- **Deadline to Apply**: September 22, 2025
- **Guaranteed starting hourly rate**:$21.02

**Total Rewards Package**:
We believe that everyone has the potential to shine Our culture is built around connection, celebration, appreciation, and recognition, and it starts with a total rewards package focused on Well-Being.

**Time Away from Work**

At the YMCA of Three Rivers, we value work-life harmony. Part-time team members start with:

- Vacation earnings of 4% on each pay (Increases to 6% after 5 years of continuous employment)
- 3 well-being days for sick time or proactive self-care, which can be used as they are earned. Bereavement days are also available.

**Well-Being Benefits**
- A free YMCA membership for you and your family, providing access to our fitness centers
- Discounts on YMCA programs and services
- Access to an Employee (and Family) Assistance Program offering free and confidential counseling, resources, and services

**Role Overview**:
**Who we are**

The YMCA of Three Rivers is a charitable organization proudly serving the communities of Guelph-Wellington, Stratford-Perth, and Waterloo Region. We aspire to build connected and resilient communities. Our mission is to make our diverse communities healthier and more vibrant. With dignity and respect, our programs and services inspire individuals to reach their full potential. Learn more about our history, mission, vision, and values here.

**We strive to be a great place to work for all employees to live in purpose, passion and potential Shine**

This is where you come in.

**_ Are you a talented admin professional looking for a new opportunity?_**

**Job Summary**

The Administrative Assistant is responsible for providing reception, administrative and technical support for Immigrant Services programs

**What you will do**
- Answer telephone and visitors’ inquiries in an appropriate manner.
- Maintain inventory of office and program supplies.
- Maintain Client Database.
- Maintain a systematic and organized filing system and archiving system for the department
- Support program staff in creating and maintaining accurate client files and using the database
- Create brochures, flyers, newsletters, documents and electronic presentations as required
- Perform outreach activities including the presentation of marketing materials to outside groups; assist the supervisor in the distribution of promotional materials
- Assist the Supervisor in preparation of the annual budget and keep track of receipts and expenses.
- Update program website in coordination with Website Lead
- Prepare schedules for ESL/LINC school and Community Centre visits and update schedule as required
- Perform administrative duties - supporting the program services team and clients by organizing the incoming and outgoing mail, typing correspondence, data entry and filing.
- Assist in providing support and training to volunteers when required
- Produce monthly statistical reports and other statements as required
- Maintain petty cash as required
- Provide assistance with client follow up as requested
- Provide support with group sessions/workshop presentations and networking meetings
- Monitor and help clients with the use of computers and resource materials
- Provide technical support
- Attend workshops, trainings, conferences and staff meetings as required.
- Assume other duties as assigned.

**What you will bring.**
- Completion of Community College degree/diploma in a related field
- 1-2 years related experience
- Administrative/ Office Management/Financial skills
- Advanced computer knowledge of Microsoft Office and Access
- Culturally sensitive and strong interpersonal skills
- Acceptable Police Vulnerable Sector Check

**Key Competencies**
- Communication: Communicates in a thorough, clear and timely manner to support information sharing. Creativity and Innovation: Develops new ways or adapts existing ideas to help achieve desired results Initiative: Knows when to do the right thing.
- Relationship Building and Collaboration: Builds positive interactions both internally and externally to build enthusiasm and appreciation to achieve work related goals.
- Tolerance For Ambiguity: Functions effectively in situations of less than perfect or incomplete information.
- In addition to the above competencies the Association Core Competencies are required, Commitment to Organization Vision and Values, Diversity, Integrity, Teamwork
- Note: This position requires a commitment to the YMCA mission and core values, as well as, a commitment to building developmental assets in children and adults.

**Work Environment**
- Typical office working environment
- The position requires sitting in one work area