Administrative Assistant

Administrative Assistant

The OFIFC is an award winning leader in culture-based management providing innovative research, policy, training and community development to 29 Friendship Centres and other urban Indigenous service providers across Ontario. Located in downtown Toronto, the OFIFC engages all levels of government and mainstream agencies.

OFIFC is a purpose-driven organisation which offers unique and challenging work. A rewarding and enriching career awaits if you are skilled at critical thinking, building relationships, take personal accountability for getting things done and enjoy working as part of a team to collaboratively solve problems.

Responsibilities:

To provide administrative, clerical and reception support, as well as fulfill a wide range of office administration duties to ensure efficient day-to-day office operations. A job description is attached.

Qualifications:

• Awareness of Indigenous culture;
• Outstanding organisational skills (includes time, space and task management);
• Excellent communication skills (including listening, oral, written and telephone/email);
• High proficiency in Microsoft Office Suite (Word, Excel, Access, Outlook, etc.);
• Proficiency with office equipment (computer, fax, photocopier, scanner, etc;
• High school diploma/GED
• 3 – 5 years’ of administrative experience
• Post-secondary education in office administration or a related discipline desirable

Supervision:

Employed by the OFIFC, responsible to the policies and directions as determined by the Board of Directors and under the direct supervision of the Executive Director, or designate. Daily supervision is designated to the Corporate Services Director.

VISION

Primary Objective:

To provide administrative, clerical and reception support, as well as fulfill a wide range of office administration duties to ensure efficient day-to-day office operations.

KNOWLEDGE

Behavioural Competencies:

• Adaptability
• Interpersonal Skills
• Service Delivery
• Proactive / Takes Initiative
• Judgement
• Team Player

REASON

Work Environment:

Works in a safe and suitable office environment faced with constant interruptions and performs multiple tasks with simultaneous and tight deadlines. Exposed to mid to high level computer use requiring high levels of accuracy and attention to detail. From time to time is responsible for lifting supplies and materials up to 20 pounds. The job may require limited local travel. Travel timing is flexible and planned in advance.

Working Hours:

Flexible 40 hour work week that may include evenings and weekends as requested for administrative support needs. Evening hours may be necessary to meet work deadlines.

ACTION

Scope:

To provide effective and efficient administrative functions that support day-to-day operational activities and ensures administrative processes are aligned with OFIFC’s long-range strategic plan.

Key Contacts/Relationships:

Internal

Communicates with all staff in a customer service/support capacity.

External

Communicates and coordinates with Suppliers/Vendors (including hotels, caterers, flight centres, etc.) for the purposes of securing services and providing research on quotes for office requirements. Communicates with workshop participants to ensure administrative deliverables are met.

Key Responsibilities:

Administrative and Clerical Support (75%):

• Prepares and formats a variety of word documents, spreadsheets and presentations as required;
• Drafts correspondence as required, including processes for Administration manual
• Files incoming mail and distributes deliveries;
• Prepares, logs and sends out outgoing mail, mass mailings and deliveries;
• Prints, photocopies, faxes and scans documents;
• Maintains and files all OFIFC’s official records (hard copy and electronic-copy, such as central files, reports, correspondence, emails, etc.) in accordance with OFIFC’s Records Management system;
• Assists staff with ensuring electronic filing is complete including but not limited to reports, correspondence, emails, and other such documents;
• Retrieves filed documents, when requested;
• Updates and maintains electronic databases and Outlook calendars;
• Prepares and distributes meeting minutes;
• Schedules, coordinates and sets up internal/external meeting room logistics (includes inventory, reconciliations and maintenance of meeting room supplies);
• Coordinates workshop and travel arrangements through preferred travel agency (includes registrations, reconciliations, materials, hotels, caterers, flights, transfers, etc.);

Office Administration (20%):

• Coordinates office supply requests;
• Researches, obtains quotes, purchases and maintains workgroup promotional materials;
• Maintains inventory of OFIFC’s Resource Library and Long Term Storage area;
• Performs reception relief duties;
• Participates in new hire orientation and workstation set up;
• Assists with maintenance of clean and professional work areas;

Other (5%):

• Maintains and upgrades professional skills;
• Promotes a healthy, safe work environment; and
• Performs other duties, related to the position, as assigned by the Executive Director or designate.