Administrative Assistant/receptionist

**Administrative Assistant - Canada Summer Jobs (10 - 12 Week Contract)**

**About HIEC**

HIEC is an innovative not-for-profit social enterprise that focuses on partnership, mentorship and workforce development in Ontario. With over 30 years of experience as an active community-focused organization, HIEC aims to enhance career education and inspire youth to make informed career decisions. We offer a team environment that encourages innovative ideas and an entrepreneurial spirit.

**Position Description**
We’re looking for a detail-oriented and organized **Administrative Assistant** to join our team this summer In this role, you’ll support essential day-to-day operations by maintaining records, managing documents, coordinating office needs, and providing general administrative support. If you're a motivated individual who thrives in a fast-paced environment and takes pride in keeping things running smoothly, we would love to hear from you

**Summary**
The Administrative Assistant will contribute to the efficiency and effectiveness of our operations by performing data management, document preparation, filing, scheduling, and front-desk support. This is an excellent opportunity to gain hands-on office administration experience while building professional communication, organization, and coordination skills within a supportive team environment.
- Be between 15 and 30 years of age at the start of the funded position.
- Be a Canadian Citizen, permanent resident, or someone to whom Refugee Status has been granted/conferred.
- Have a valid Social Insurance Number (SIN)
- Be available to work 35 hours/week over an 8-week period (May to August)

**Key Responsibilities**:

- Accurately enter, update, and maintain information in relevant databases, ensuring data integrity and confidentiality.
- Organize and maintain comprehensive physical and digital filing systems for easy retrieval of documents; regularly audit files for completeness and compliance with organizational standards.
- Assist in drafting, editing, and distributing correspondence, reports, and other documentation, maintaining version control and timely delivery of materials.
- Provide administrative support for meetings, including preparing agendas, taking detailed minutes, and following up on action items.
- Coordinate appointments, meeting logistics, and travel arrangements as needed.
- Scan and upload student survey responses into the PaperSurvey platform to support the Career Coaching project, ensuring accurate and timely data capture.
- Serve as a first point of contact for visitors and callers by providing professional and positive front-desk coverage when required; direct inquiries appropriately and ensure excellent customer service.
- Monitor and maintain office supplies and equipment, addressing inventory needs and supporting vendor relationships to streamline office operations.
- Contribute to special projects and provide backup support to the Executive Assistant/Office Coordinator as needed.

**Qualifications to succeed**:

- Currently enrolled in or recently graduated from a Business Administration, Office Administration, Communications, or related program.
- Proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with Google Workspace is an asset.
- Strong organizational skills with a high level of attention to detail and accuracy.
- Ability to manage multiple tasks, prioritize work, and meet deadlines in a busy environment.
- Strong written and verbal communication skills.
- Comfortable working with databases, filing systems, and basic office equipment.
- Previous administrative, customer service, or office experience is considered an asset, but not required.
- Must meet eligibility criteria for the Canada Summer Jobs Program (ages 15-30 and legally entitled to work in Canada).

**Key Competencies**:

- Interest in working for a not-for-profit organization
- Attention to detail, ensuring accuracy and thoroughness across all administrative tasks.
- Strong organizational and time management skills.
- Professional communication, both written and verbal, with internal and external audiences.
- Adaptability and flexibility in supporting multiple projects and teams.
- Ability to work collaboratively and provide excellent service to colleagues, visitors, and stakeholders.
- Initiative and problem-solving skills to assist in streamlining administrative operations.

**Working Conditions**:

- Typical working hours are 8:30 am to 4:30 pm, Monday to Friday, with some requirements to work additional hours, occasionally during evenings and weekends. It may require some flexibility to support high-impact events and programs that run from time to time.
- Travel required within Ontario or Canada for presentations, partnership meetings, conferences, etc.
- Ability to lift and carry equipment and supplies up to 25 lbs.

This is an excellent opportunity for someone looking to gain practical experience in office administration a