Admin Assistant

11 hours ago

Toronto, Ontario, Canada Nisa Foundation Full time $40,000 - $60,000 per year

***Successful candidate must have access to a reliable car***

Admin Assistant - Job Description

Job title

Admin Assistant

Job Status

Full-time (Mon – Fri)

Reports to

Director of Programs

Location

Nisa Foundation Office - In person

Nisa Foundation is a community-based charity that has promoted safety, security, and mental wellness for racialized women across Canada since 2014. The organization provides toll-free peer-to-peer counseling services, transitional homes for women & children fleeing abuse or homelessness, and facilitates educational workshops. Nisa Foundation's mission is to transform communities by engaging, equipping, and enriching the lives of women and children to reach their full potential.

The Admin Assistant will provide essential administrative support, acting as the first point of contact for staff, clients, and the public. This role requires a highly organized individual with excellent communication skills to manage inquiries, assist with office procedures, and maintain a professional and welcoming environment.

What You'll Do:

  • Serve as the first point of contact for inquiries, concerns, and suggestions from staff, clients, and the public.
  • Manage the main phone lines for Nisa Homes, responding to general inquiries and forwarding calls to the appropriate departments.
  • Present a positive and professional image of the organization when interacting with employees, clients, and external stakeholders.
  • Refer or redirect calls, emails, and visitors as required.
  • Manage multiple admin email accounts for Nisa Homes.
  • Provide administrative support to staff and management, including scheduling appointments, meetings, and conferences.
  • Maintain the reception area, ensuring it is tidy and presentable.
  • Ensure a professional demeanor and appearance at all times.
  • Locate and retrieve filed materials, ensuring only authorized users access these materials.
  • Implement and oversee office procedures and develop/maintain databases.
  • Prepare, review, and edit correspondence, invoices, presentations, and reports.
  • Coordinate logistics for meetings, seminars, workshops, special projects, and events.
  • Maintain confidentiality in all interactions.
  • Manage office supply inventory levels, place orders, and arrange for office equipment servicing.
  • Review documents, reports, and correspondence for executive or management signatures for format, content, grammar, and spelling; make edits as necessary.
  • Photocopy, organize, and distribute documents for mailing, binding, or filing.
  • Accurately file correspondence, invoices, and receipts.
  • Perform general office duties and other tasks as assigned.
  • Complete ad hoc tasks and attend meetings as required.

What you'll bring to the team:

  • Communication:
  • Time Management
  • Attention to Detail
  • Problem Solving
  • Technical Skills
  • Teamwork
  • Confidentiality
  • Adaptability
  • Customer Service
  • Initiative

What we're looking for:

  • Proven experience in an administrative or office support role.
  • Excellent written and verbal communication skills.
  • Strong organizational and multitasking abilities.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with office management software.
  • Ability to maintain a high level of confidentiality.
  • Access to a reliable car.
  • Proficiency in Urdu, Arabic or Somali is an asset.

Nisa Foundation is an equal opportunity employer and is committed to complying with both the Ontario Human Rights Code and the AODA.

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