Administrative Assistant

Administrative Assistant

Pryor, Linder and Associates

Location: Oakville

Compensation: Starting at $24.00/hour

Schedule: Monday – Friday | 9:00 a.m. – 5:00 p.m.

Reports To: Facilities Manager

About Pryor, Linder and Associates

For more than 40 years, Pryor, Linder and Associates has been a trusted provider of psychological services to individuals, organizations, and agencies across Ontario. Our team includes over 50 experienced professionals—psychologists, psychological associates, behavioral therapists, communication specialists, ASD consultants, psychometrists, and more.

We proudly serve school boards, hospitals, community organizations, and treatment facilities. Our practice has also developed and delivered sought-after workshops and training programs in areas such as conflict resolution, interpersonal communication, treatment planning, and behavior management.

We are affiliated with Safe Management Group Inc., developers of renowned crisis intervention and staff safety training programs, as well as Autism Behavioral Habilitation Services – The Discovery Centre, supporting evidence-based treatments for children and youth with Autism Spectrum Disorders.

Position Summary

We are seeking a highly organized and detail-driven Administrative Assistant to provide exceptional administrative and operational support to our Treatment, and Assessment divisions. This role is ideal for someone who thrives in a fast-paced professional environment, demonstrates outstanding communication skills, and excels at multi-tasking and managing organizational workflows.

Key Responsibilities

Administrative & Office Support

• Provide day-to-day administrative support across multiple departments.
• Prepare, edit, and distribute correspondence, reports, forms, and internal documentation.
• Manage shared email inboxes, responding to inquiries promptly and professionally.
• Maintain organized digital and physical filing systems with accurate recordkeeping.
• Schedule meetings, coordinate calendars, prepare agendas, and take minutes.
• Responsible for handling client credit card payments, including processing transactions, verifying accuracy, and maintaining confidentiality of financial information.
• Collaborates closely with Finance to support billing processes, reconcile payments, address discrepancies, and ensure timely flow of financial information.
• Assist with staff communication, and administrative coordination.
• Receive and sort all mail and deliveries, distributing them to the appropriate staff as needed.
• Respond to and manage incoming phone calls, providing courteous assistance, taking messages, and ensuring callers are directed appropriately.

Treatment & Assessment Support

• Handle administrative aspects of client intake, scheduling, file management, and communication.
• Track assessment records, treatment outcomes, and follow-up requirements.
• Prepare and format reports, distributing them securely to appropriate contacts.
• Facilitate communication between internal staff, consultants, and external contacts.

Data & Document Management

• Maintain databases, Excel logs, and shared record systems.
• Support reporting and metrics tracking for departmental performance.
• Utilize Microsoft Office Suite and various software platforms for documentation, tracking, and communication.
• Assist with template management, standardized forms, and shared-drive organization.

Office Maintenance & Facilities Support

• Support office organization and maintain a tidy, professional workspace.
• Conduct facility checks on common areas to ensure cleanliness and supply availability.
• Monitor supply levels, including Culligan water service and consumables.
• Assist with recycling and waste management.
• Coordinate facility concerns with the Facilities Manager.

Communication & Team Collaboration

• Act as an administrative point of contact with internal teams, clients, and external partners.
• Collaborate with other administrative staff to ensure consistency and efficiency.
• Demonstrate professionalism, confidentiality, and excellent customer service at all times.

Qualifications

• Diploma or Bachelor's Degree in Office Administration, Business Administration, or a related field (required).
• Minimum of 3 years of administrative or office support experience in a professional environment.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and adept with databases.
• Exceptional organization, time management, and multi-tasking skills.
• High attention to detail with strong data entry accuracy.
• Excellent verbal and written communication abilities.
• Ability to handle sensitive information with confidentiality and discretion.
• Strong interpersonal skills with a proactive, adaptable, customer-focused approach.
• A clear Criminal Record Check is required.

Why Join Our Team?

• Work in a meaningful organization that supports psychological health, education, and behavioral development.
• Collaborate with a diverse team of specialized professionals.
• Develop and broaden administrative and operational skills within multiple divisions.
• Be part of a respected organization with a long-standing reputation for excellence.

How to Apply

Please submit your resume and cover letter outlining your relevant experience. We thank all applicants for their interest; however, only those selected for an interview will be contacted.