Administrative Assistant - 1 year contract position

Job summary

Provides administrative, executive, and customer support to the Administrative Department, managers, program participants, and external contacts. Manages venue rentals and related payments and logistics, supports fundraising events and social media, coordinates donations, and handles housing-related clerical tasks and records.

Job details

Summary of Duties: The incumbent provides effective executive, customer and program support to the Administrative Department and external customers/contacts. 1. Answer telephone and front door 2. Provide administrative support to the Manager of Communications and Fund Development and Manager of Supportive Housing. 3. Manage all aspects of venue rental bookings (customer inquiries, agreements, calendar, staffing, payment and receipting, work orders for maintenance to prepare rooms, wash tablecloths in on-site laundry room, greet guests at front desk during work hours, social media and other promotions) 4. Assist with planning annual fundraising gala event 5. Supervise the allocation and distribution of item donations delivered to supportive housing. 6. Maintain appropriate and accurate file documentation and statistical data with respect for confidentiality of client files, subject to legal and policy parameters. 7. Carry out clerical and administrative procedures related to housing activities, including reconciling petty cash, banking, completion of maintenance request forms, etc. 8. Assist in maintaining, monitoring and posting to all types of social media 9. Respond in a positive manner to all relevant inquires from clients, outside contacts, staff etc. 10. Assist/support co-workers within the YWCA team 11. Attend all staff meetings and training sessions as assigned and participate in YWCA committees as appropriate/requested 12. Maintain the appearance and efficient operation of the Administration office 13. Perform other duties as assigned 14. Perform any other duties that may be assigned for the efficient and effective operation of the YWCA Durham. Perform all in keeping with the philosophical framework set out in the Mission Statement, values and objectives of the YWCA Durham QUALIFICATIONS: 1. Post secondary education in business or office administration is preferred 2. 1-3 years of office experience in an office administrative role. 3. Previous experience working in a social services setting. 4. Thorough knowledge of community agencies and resources. 5. Knowledge and understanding of mental illness, women’s issues and challenges working with hard to house individuals 6. Able to collect, analyze and report statistical data as required. 7. Able to write clear and concise reports. 8. Ability to work independently and as part of the YWCA team. 9. Understand and respect the confidentiality of the YWCA, partner agencies, and program participants. 10. Excellent organizational, time management, problem-solving and decision-making skills are essential. 11. Demonstrate assertiveness, poise, tact and patience to deal productively with complex and sensitive issues. 12. Strong computer skills including, but not limited to, all components of Microsoft Office and all forms of Social Media 13. Must have a valid driver’s license and reliable transportation. 14. Current C.P.R. and First Aid training is an asset

What you’ll do

Provides administrative, executive, and customer support to the Administrative Department, managers, program participants, and external contacts. Manages venue rentals and related payments and logistics, supports fundraising events and social media, coordinates donations, and handles housing-related clerical tasks and records.

Requirements

Post-secondary education in business or office administration is preferred, along with 1–3 years of office administration experience and prior experience in social services. Candidates should have strong organizational, communication, computer, and data-reporting skills; knowledge of community resources and relevant social-service issues; a valid driver’s license and reliable transportation; and the ability to maintain confidentiality and work independently or as part of a team.

Listed skills

• Customer service · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Telephone and Front Desk Reception
• Venue Booking Management
• Event Planning
• Fundraising Support
• Donation Coordination
• File and Records Management
• Statistical Data Collection and Reporting
• Petty Cash Reconciliation
• Banking
• Social Media Management
• Customer Service
• Confidentiality
• Microsoft Office
• Organization and Time Management
• Problem-Solving

Job areas

• Administrative
• Social Services
• Customer Service & Support
• Marketing
• Finance & Accounting