Staff Assistant

Job Description:

Overview:

The Staff Assistant provides essential administrative and operational support to ensure efficient office and departmental functions. This role involves managing schedules, handling correspondence, maintaining records, coordinating meetings and events, and assisting staff with various inquiries and tasks. The Staff Assistant serves as a key point of contact for internal communication and plays a vital role in supporting the overall productivity and organization of the team.

Key Responsibilities:

Administrative and Clerical Support

· Prepare, format, and proofread correspondence, reports, and other documents.

· Draft and distribute internal communications, memos, announcements, and notices.

· Conduct research, compile data and assist in preparing regular reports for management.

Scheduling and Coordination

· Prepare meeting agendas, and distribute them as required.

· Plan and maintain work-related calendars and schedules.

· Reserve and prepare rooms, including checking equipment and materials.

Communication and Client/Staff Support

· Answer queries from staff and clients, forwarding them to the appropriate department when necessary.

· Relay messages and information between departments or team members.

· Notify staff of important company updates, policies, and safety guidelines.

· Distribute company materials (e.g., brochures, announcements, safety information).

Office and Inventory Management

· Monitor office supply stock and place orders as needed.

· Organize and maintain office equipment and supplies.

· Prepare venues for trainings, or meetings.

Human Resources and Onboarding Support

· Organize and maintain employee records and databases, including new hire information and ensuring accuracy and confidentiality.

· Update internal databases and retrieve company/employee data as requested.

· Assist with the onboarding process for new, including coordinating orientation and completing necessary paperwork.

· Schedule and coordinate trainings, meetings, appointments, and events.

· Support daily operations of the department or team.

· Handle confidential and sensitive information with discretion and professionalism.

· Provide backup coverage for other administrative or clerical staff.

· Report workplace issues through appropriate channels.

· Answering calls, taking messages, and redirecting calls

· Sorting and distributing incoming mail and preparing outgoing mail

· Handling basic bookkeeping tasks like invoicing and issuing checks

· Adapt to changing priorities and perform other tasks as assigned by supervisors or management.

Core Competencies:

· Communication and Interpersonal skills: Consistently demonstrates effective communication

· Organizational and Time Management: highly organized and dependable

· Confidentiality and professional ethics: Always adheres to confidentiality standards and ethical expectations.

· Administrative and Technical Proficiency: Demonstrates accuracy, attention to detail, and confidence in administrative technology.

· Teamwork and Collaboration: Actively collaborates with others; fosters trust and teamwork across programs.

· Adaptability and Problem-Solving: Flexible and proactive; effectively manages change and uncertainty.

· Client and Service Orientation: Service-minded and responsive; consistently aligns actions with SPAN's person-centered values.

· Accountability and Dependability: Reliable and trustworthy; upholds SPAN's standards for performance and integrity.

Qualifications

• Certificate or diploma in Office Administration, Human Resources, Business Administration or related field preferred.
• Minimum of 2 years' experience in a similar administrative or support role.
• Proficiency in Microsoft Office (Word, Excel, Outlook, etc.).
• Knowledge in handling HRIS (Citation Canada, Manusonic, Sage, etc.)
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and professionalism in all interactions.

Working Conditions:

· Standard office hours (Monday to Friday, 35 hours per week), with flexibility for occasional after-hours events or reporting deadlines.

· Primarily office-based, with some coordination and document delivery between SPAN programs and homes.

Indigenous applicants are welcome.

Addendum:

While every effort has been made to ensure that this document is representative of duties associated with position listed above, the list of tasks and responsibilities is not exhaustive, and that the organization reserves the right to make changes to the job description in the future.

Job Types: Full-time, Permanent

Pay: $18.00-$22.00 per hour

Expected hours: 35.00 per week

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Vision care
• Wellness program

Work Location: In person