Administrative Assistant

Position Title: Administrative Assistant

Organization: EPIC Recovery

Location: London, Ontario (on-site)

Position Type: Part-Time, Monday–Friday (approximately 3 hours per day, flexible schedule)

About EPIC Recovery

EPIC Recovery provides individualized addiction care and relapse prevention services designed to meet people where they are in their recovery journey. Our team works collaboratively to reduce stigma, promote healing, and help clients and families find sustainable recovery through compassion, respect, and accountability.

Position Overview

EPIC Recovery is seeking a detail-oriented and reliable Administrative Assistant to support the Executive Administrator with the day-to-day operations of a growing and dynamic organization. This is an in-office role ideal for someone who thrives in a supportive, mission-driven environment and enjoys multitasking, organization, and meaningful work.

The successful candidate will help ensure the smooth functioning of EPIC's administrative processes, contributing to both client-facing and internal systems that support our expanding programs and team.

Key Responsibilities

• Respond to client and outreach emails in a professional, compassionate, and timely manner.
• Schedule client sessions and coordinate appointments for counselling and group services.
• Manage inquiries from treatment centres, community partners, and referral sources.
• Support EPIC's networking and outreach efforts with external organizations.
• Assist with payroll processing and data entry.
• Update client and administrative files in accordance with confidentiality and privacy policies.
• Enter receipts, track expenses, and support financial documentation.
• Post blogs and updates to EPIC's website and assist with basic website content management.
• Maintain contractor qualifications, credentials, and agreements.
• Prepare correspondence, meeting notes, and other administrative documentation as needed.
• Assist with marketing and communication projects (e.g., email campaigns, newsletters).
• Coordinate room and space rentals, including preparing agreements, processing invoices and payments, and maintaining rental records.
• Provide light space and office support, including organizing shared areas, maintaining general tidiness, and ensuring the office environment remains welcoming and professional.
• Contribute to succession planning and documentation of processes to support organizational growth and continuity.
• Assist the Executive Administrator with miscellaneous administrative needs as they arise, adapting to the evolving priorities of a fast-paced environment.

EPIC Recovery reserves the right to update or modify responsibilities as the organization evolves.

Core Attributes

The ideal candidate will:

• Be adaptable, organized, and proactive.
• Thrive in a collaborative, team-based environment.
• Take initiative and demonstrate ownership over their work.
• Maintain professionalism and compassion in all communications.
• Have a genuine interest in supporting recovery-focused services and community impact.

Qualifications & Skills

Required:

• Minimum 1–2 years of administrative experience (preferably in a health, counselling, or social service setting).
• Exceptional fluency in written and spoken English, with the ability to communicate clearly, professionally, and compassionately in all client, partner, and internal interactions
• Strong written and verbal communication skills with excellent attention to detail.
• High level of proficiency with Google Workspace (Docs, Sheets, Drive, Gmail, Calendar).
• Demonstrated understanding of confidentiality and privacy standards.
• Computer literate with comfort using various digital tools and platforms.
• Ability to multitask and prioritize effectively in a dynamic work environment.
• Professional, compassionate, and organized work ethic.
• Must be able to work independently and collaboratively with a small team.
• Must possess (or be willing to obtain) a valid Vulnerable Sector Check.
• Must comply with EPIC Recovery's confidentiality and privacy policies.

Preferred:

• Previous experience working in the addiction, mental health, or healthcare sector.
• Familiarity with website content management (Squarespace or similar).
• Understanding of trauma-informed communication and person-first language.

Job Type: Part-time

Pay: $17.89-$20.89 per hour

Expected hours: 15 per week

Application question(s):

• Do you have the ability to obtain a Vulnerable Sector Check?
• Do you have an understanding of mental health/ addiction recovery?

Experience:

• Administrative: 2 years (preferred)

Work Location: In person