Administrative Assistant

Administrative Support

Support the CEO, Operations Director, and site leadership with daily administrative needs.

Coordinate meetings, agendas, minutes, materials, and meeting spaces.

Prepare and maintain documents, reports, presentations, templates, forms, and electronic records.

Generate statistical reports, graphs, and summaries; maintain databases and SharePoint.

Organize and maintain confidential electronic and hard-copy files.

Develop standardized documents, policies, procedures, and administrative processes.

Monitor office supplies and support effective working relationships.

Staff Orientation, Training, and Scheduling

Support staff orientation, training, and scheduling, including leave tracking and master schedule updates.

Monitor staffing needs and identify scheduling gaps.

Maintain mandatory training, certification, licensing, and incident records.

Support OH&S, WHMIS, fire safety, and safety meetings and documentation.

Fiscal and Payroll Support

Assist with payroll preparation and identify discrepancies.

Track expenditures, process accounts payable, and maintain financial records and receipts.

Support fiscal monitoring, variance reviews, and inventory tracking.

Space and Facilities

Coordinate meeting spaces, office setups, equipment, and IT arrangements for staff transitions.

Maintain secure storage of records, keys, equipment, and materials.

Assist with space planning and tracking building permits and licenses.

Emergency Preparedness

Support emergency preparedness activities and documentation.

Maintain current Emergency Preparedness Plans and annual fire review records.

Information Technology and Telecommunications

Coordinate routine IT and telecommunications needs.

Support staff with technology processes and liaise with internal and external resources.