Admin Assistant

Admin Assistant – Haven Workspace (Niagara-on-the-Lake)

Location: Niagara-on-the-Lake, Ontario

Compensation: $20-25/hour

Job Type: Hourly contract, weekdays (occasional flexibility)

Work Model: Mostly in-person, some remote days

What's Haven?

We're a community-powered work club in Old Town Niagara-on-the-Lake where remote professionals, entrepreneurs, and small teams come to do their best work. Think tech-driven workspace meets small-town vibes.

We've got hot desks, private offices, a cantina with great espresso, and a member lounge with a second-storey view over Mary Street. But Haven isn't just desks and Wi-Fi. We run Skillshare Lunches, Coffee Circles, and member sessions where people connect and collaborate.

The Role

You'll be the person who makes Haven feel like Haven. You're the first face people see, the voice on the phone, and the reason everything runs smoothly behind the scenes. If you're organized, naturally friendly, and thrive in dynamic environments where no two days are the same, this could be your role.

Day-to-day responsibilities:

• Be the welcoming presence when members and visitors walk in
• Manage phones and emails professionally (warm but efficient)
• Give space tours to prospective members
• Handle bookings, room scheduling, and member check-ins
• Keep operations running smoothly (coordinate housekeeping, order supplies, flag maintenance issues)
• Help new members get set up with everything they need
• Manage mail and packages for our virtual address members
• Stay on top of records, bookings, and operational details
• Support events, programming, and community initiatives
• Provide general admin support – filing, scheduling, correspondence
• Law firm experience strongly preferred: We have legal professionals as tenants, so if you've worked in a law office, you already understand confidentiality, professionalism, and high standards in practice.

Who You Are

You've got the experience: 3+ years in admin/reception/office coordination (5-7 years is even better). Law firm background strongly preferred.

You're genuinely good with people: Great phone presence, warm energy, and you know how to make someone feel welcome without overdoing it.

You're highly organized: You can juggle multiple priorities in a fast-paced environment. You've got systems for everything and nothing falls through the cracks.

You're tech-savvy: Comfortable with Google Workspace and quick to learn new software. Technology doesn't intimidate you.

Bonus skills we'd love:

• Experience with AI productivity tools (strongly preferred): ChatGPT, Notion AI, etc., for streamlining comms, checklists, and simple automations
• Content creation abilities – if you can snap and edit photos/video of events or help tell Haven's story online, that's a plus

You can reliably get here: In-person work in NOTL with reliable transportation. Driver's license is an asset.

Why You'll Want This Job

The space is genuinely great – you're working in a vibrant community hub in Old Town, not a corporate office park.

Perks that matter – bottomless coffee and tea, plus a well-stocked cantina.

Real experience – hands-on work in operations, hospitality, and community management. Skills that actually transfer.

Supportive team – we work collaboratively, not in silos. You'll have autonomy without feeling isolated.

Be part of something growing – Haven is evolving, and you'll help shape what comes next.

Schedule

Flexible hours as needed, primarily Monday to Friday during business hours. Hours will vary week to week based on Haven's operational needs. Occasional evening or weekend coverage may be required with advance notice.

How to Apply

If this sounds like the right fit, send us your resume and a brief note about why you're interested. No formal cover letter required – just tell us what caught your attention and why you'd be great in this role.

Job Types: Casual, Freelance

Pay: $20.00-$25.00 per hour

Ability to commute/relocate:

• Niagara-on-the-Lake, ON: reliably commute or plan to relocate before starting work (required)

Experience:

• Administrative: 3 years (required)

Work Location: In person