Office Administrator

The Office Administrator coordinates office activities and operations while providing clerical and administrative support to management. The Office Administrator works collaboratively with the Executive Director, continually look for ways to evolve and improve operational efficiency of systems and processes impacting staff and office operations. The Office Administrator supports managers and employees through a variety of tasks related to organization and communication. The Office Administrator is responsible for confidential and time sensitive material and works with a high degree of integrity and professionalism.

**Primary Responsibilities**:
Reception and Office Administration:

- Welcomes visitors and directing them to the relevant office/personnel
- Program support such as preparing and mailing letters, data collection and facilitating surveys of clients
- Coordinates and manages appointments, meetings, and room/space schedule in order to prevent duplicate bookings
- Maintains general office files, including job files, vendor files, and other files related to the company’s operations and acts as main contact for vendors
- Purchases office supplies, equipment, and furniture
- Assists with designing, communicating and overseeing the implementation of office operations, policies and procedures
- Maintains responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean and functional

Donation and Donor Data Management:

- Maintains the donor database, ensuring all records are accurate and where information may be missing makes every effort to update records
- Provides assistance with donor management and supports to the development department including:

- Event supports and event invitation assist list management, including; prepare and distribute electronic event mailings (mail merges, list clean up, etc.), track responses and conduct follow up phone calls
- Prepares and tracks sponsor invoices
- Prepares, mails and files of tax receipts and thank you letter as per CRA guidelines and agency procedures
- At the direction of the development department prepare mailings, which can include: preparing mailing list, printing labels, producing correspondence, completing mailing
- Completes and processes donor, funder, and grant reconciliation
- Participates in the thank you and recognition program

Financial Administration:

- Performs bookkeeping tasks such as invoicing, monitoring accounts receivable, processing accounts payable and budget tracking
- Coordinates and validates monthly staff expense statements
- Coordinates all bank deposits
- Maintains an asset inventory

Technology and Facility Management:

- Oversees the maintenance of office facilities, and equipment
- Supports agency’s technology needs, including system oversight, vendor management and troubleshooting

Board and Executive Support:

- Provides coordination of human resource paperwork for the organization including new employee office set-ups, and on-boarding as directed by the Executive Director
- Collaborates with the Executive Director to provide support to the CWC Board of Directors, including serving as key point of contact, coordinating meeting logistics, communications and materials
- Liaison with board members to support the management and administrative tasks of the board of directors as appropriate and when requested

**Qualifications**:
A university degree or college diploma from an accredited university or college, with a focus on business administration or related field

Minimum of 2 years direct experience in office administration, or an equivalent combination of education and experience

Able to work flexible hours, including some evenings and weekends for events or during peak periods

Satisfactory Criminal Record Check with vulnerable sector screening is required

Valid driver’s license with a minimum $2 million liability coverage and access to vehicle to travel

**Knowledge, Skills and Abilities**

Must have meticulous attention to detail with excellent organizational and time management skills, able to prioritize tasks while adhering to strict deadlines and managing competing demands

A positive, collaborative working style with a commitment to diversity, equity and inclusion

A self-starter with a high degree of energy and careful attention to detail. Strong sense of initiative and a process-improvement mindset

Highly flexible, creative problem solver, with a strong ability to multi-task

Excellent oral and written communication skills

Strong interpersonal skills with demonstrated professionalism

Superb organizational and time-management skills

Excellent computer skills; proficient or advanced skill in Microsoft Suite (Word, Excel, PowerPoint, and Outlook) and thorough knowledge of donor database systems

A demonstrated ability to plan effectively, but the flexibility to handle the unexpected

Passionate about working in an organization that values