Administrative Assistant

Achēv; Mississauga; On-site; CAD 42,000 - 52,000; Full time

Job summary

Achev in Mississauga is seeking an Administrative Assistant to support the Peel Employment Ontario program. The role focuses on pre-screening, scheduling, data entry, and producing routine reports within centralized administrative processes.

Reporting to the Employment Services Coordinator, you will work with a diverse client base, handle inquiries across walk-in, phone, and online channels, and help maintain CRM systems and community resource postings.

Qualifications

• Minimum of 2 years of Administrative work experience
• Hindi and Punjabi as second languages are a strong asset in supporting the diverse communities we serve
• Minimum 2+ years of experience in a fast-paced professional environment handling multiple priorities
• Excellent technology skills (MS Office Suite, Google Suite, DocuSign, Adobe Acrobat, SurveyMonkey, etc.) and aptitude to learn new technologies autonomously
• Excellent communication skills, both verbal and written
• Ability to follow guidelines and procedures for standardized outputs
• Proven ability to act professionally and maintain confidentiality, ensuring sensitivity to the needs and interests of project stakeholders
• Proven organizational skills coupled with the ability to handle multiple tasks, meet deadlines, and report on the status of work when requested
• Proven ability to apply sound judgement and work with limited supervision
• Ability to be flexible and excel in a fast-paced environment characterized by changing priorities
• Not-for-profit or settlement sector experience an asset

Responsibilities

• Enthusiastically welcome and direct clients to the appropriate level of service by applying comprehensive knowledge of Employment Services, community programs, resources and networks
• Handle walk-in, telephone, website and other online inquires; quickly assess clients initial employment service needs and effectively communicate relevant next steps
• Pre-screen clients for Achev services and the eligibility for Employment Ontario Employment Services
• Assess client eligibility requirements and schedule intake appointments for all eligible clients and collect the required general information and consent
• Assist clients with computer usage and Internet based services
• Assist clients by providing general information and referral to other community services
• Use designated reporting CRM systems, such as OneClient, EOIS-CaMS and CaseFLO, to upload data as required
• Assist and support client in completing registration if and when needed
• Contact clients to follow up on request for service, event reminders and related follow up activities
• Collect, review, data entry and evaluate client information and service information with reference to Service Delivery Guidelines and appropriate client pathway including referrals to other community programs and services
• Assist with quality control of client files by verifying accuracy of data entered by staff and notifying coordinator of discrepancies/concerns
• Ensure all equipment is functional and maintain up to date job postings and appropriate community resources
• Track client inquiries, identify opportunities, and make recommendations related to improve services and to provide value-added services
• Support the Employment Service team with administrative services including general office administrative supports, data collection and entry, maintenance of databases, preparation of statistical reports, Schedule meetings and book meeting rooms
• Manage and order office and other supplies, handle invoices, opening and distribution of mail
• Work with Coordinator on any facilities issues
• Maintain an organized and productive work environment
• Other duties as assigned

Skills

Communication skills

Organizational skills

Multitasking

Confidentiality

Tools

MS Office

Google Workspace

DocuSign

Adobe Acrobat

SurveyMonkey

Job description

At Achev, we believe that everyone deserves an equal opportunity to build a better life and a successful future. For more than 30 years, we have dedicated ourselves to helping diverse Canadians and newcomers achieve their full potential. Today, we are one of the largest providers of employment, newcomer, language, and youth services in the Greater Toronto Area. Our dedicated team of nearly 400 staff delivers a wide range of innovative, high-quality, and personalized programs and services that empower our clients to prosper and our communities to thrive. We thrive in a OneAchev culture where collaboration and an integrated service delivery will positively impact Achev’s resiliency, agility, success, and growth.

Join us in helping diverse Canadians and newcomers achieve their full potential!

Achev’s latest Impact Report: www.Achev.ca

Summary

Achev Administrative Assistant for Peel Employment Ontario will provide centralized administrative duties for the Employment Services program. Reporting to the Malton, Employment Services Coordinator, the Administrative assistant will be responsible for pre-screening and scheduling client appointments, preparing statistical reports, and providing administrative support.

Duties & Responsibilities

• Enthusiastically welcome and direct clients to the appropriate level of service by applying comprehensive knowledge of Employment Services, community programs, resources and networks
• Handle walk-in, telephone, website and other online inquires; quickly assess clients initial employment service needs and effectively communicate relevant next steps
• Pre-screen clients for Achev services and the eligibility for Employment Ontario Employment Services
• Assess client eligibility requirements and schedule intake appointments for all eligible clients and collect the required general information and consent
• Assist clients with computer usage and Internet based services
• Assist clients by providing general information and referral to other community services
• Use designated reporting CRM systems, such as OneClient, EOIS-CaMS and CaseFLO, to upload data as required
• Assist and support client in completing registration if and when needed
• Contact clients to follow up on request for service, event reminders and related follow up activities
• Collect, review, data entry and evaluate client information and service information with reference to Service Delivery Guidelines and appropriate client pathway including referrals to other community programs and services
• Assist with quality control of client files by verifying accuracy of data entered by staff and notifying coordinator of discrepancies/concerns
• Ensure all equipment is functional and maintain up to date job postings and appropriate community resources
• Track client inquiries, identify opportunities, and make recommendations related to improve services and to provide value-added services
• Support the Employment Service team with administrative services including general office administrative supports, data collection and entry, maintenance of databases, preparation of statistical reports, Schedule meetings and book meeting rooms
• Manage and order office and other supplies, handle invoices, opening and distribution of mail
• Work with Coordinator on any facilities issues
• Maintain an organized and productive work environment
• Other duties as assigned

Qualifications

• Minimum of 2 years of Administrative work experience
• Hindi and Punjabi as second languages are a strong asset in supporting the diverse communities we serve
• Minimum 2+ years of experience in a fast-paced professional environment handling multiple priorities
• Excellent technology skills (MS Office Suite, Google Suite, DocuSign, Adobe Acrobat, SurveyMonkey, etc.) and aptitude to learn new technologies autonomously
• Excellent communication skills, both verbal and written
• Ability to follow guidelines and procedures for standardized outputs
• Proven ability to act professionally and maintain confidentiality, ensuring sensitivity to the needs and interests of project stakeholders
• Proven organizational skills coupled with the ability to handle multiple tasks, meet deadlines, and report on the status of work when requested
• Proven ability to apply sound judgement and work with limited supervision
• Ability to be flexible and excel in a fast-paced environment characterized by changing priorities
• Not-for-profit or settlement sector experience an asset

Salary rate: $46,870.05

This is a current vacancy. Please note that we use AI tools in our application screening process. All hiring decisions involve human review.

We’re looking to welcome people to our diverse, inclusive, and authentic workplace. We especially welcome applications from members of racialized groups, Indigenous peoples, persons with disabilities, persons of diverse sexual orientations and gender identities and others with the skills and knowledge to productively engage with diverse communities. We are committed to a selection process and work environment that is inclusive and barrier-free.