Administrative Assistant

Red Door Shelter; Toronto; On-site; CAD 40,000 - 43,000; Full time

Job summary

Red Door Shelter in Toronto, Ontario is seeking an Administrative Assistant to provide comprehensive administrative support in a client-centered, trauma-informed environment.

The role acts as a key contact for visitors, clients, and staff, handling inquiries, coordinating calendars, mail, and vendor communications while maintaining records and contributing to a safe, welcoming workplace. This full-time contract (6+ months) offers 35 hours per week and a competitive hourly wage.

Qualifications

• High school diploma or equivalent; six months of office experience preferred.
• Excellent telephone manners and professional interpersonal skills.
• Ability to lift 35-40 lbs.
• Proficiency with Microsoft Office Suite.
• Ability to prioritize multiple tasks.

Responsibilities

• Greet visitors, verify appointments, and notify staff of arrivals.
• Handle daily client sign-in/out and respond to inquiries.
• Manage mail, packages, couriers, and in-person deliveries.
• Maintain filing systems and office records; take meeting notes.
• Provide first-level tech support for office equipment and coordinate invoices.

Skills

Microsoft Office Suite

Customer service

Telephone manners

Time management

Interpersonal skills

Education

High school diploma or GED

Tools

Microsoft Office Suite applications

Job description

About Red Door:

Red Door is a not-for-profit organization. The mission of the Red Door Shelter is to end homelessness for each family that comes through our doors by providing safe, temporary refuge and critical services to support them in healing, rebuilding their lives, and integrating back into a community. At Red Door, we strive for quality care, advocacy, collaboration, integrity, and accountability.

Position Summary:

The Administrative Assistant provides comprehensive administrative and operational support to Red Door Family Shelter’s administration in a client-centred and trauma-informed environment. This role serves as a key point of contact for visitors, clients and callers, ensuring all interactions are handled with professionalism, discretion, and sensitivity. Through this work, the position contributes to a safe, welcoming, and well-functioning organizational environment for clients, staff, and external partners.

Key Responsibilities:

Reception and Front-Line Service

• Greet visitors, verify appointments, and notify the appropriate staff of guest arrivals.
• Daily client engagement, sign-in & sign-out of clients throughout the day.
• Responding to telephone, email, and in-person inquiries with accurate information and appropriate referrals.
• TTC & pettycash dispensing, monitoring of security camera.
• Maintain reception, waiting areas, and multipurpose rooms in a professional and welcoming condition.
• Present a positive and professional image of the organization to all visitors, suppliers, and callers.
• Manage all inbound and outbound mail, including priority post, packages, courier services, and correspondence coordination.
• Receive, inventory, and distribute in-kind donations delivered to the Administrative Office.
• Prepare and type correspondence, forms, reports, and memos as required.
• Receive and distribute all forms of paper correspondence.
• Organize, maintain, and coordinate office records and files in their proper locations, using standardized methods and procedures.
• Maintain filing systems and primary databases.
• Take meeting notes and distribute site communications and updates.
• Gather designated timesheets

Office Operations and Facilities

• Coordinate office supply ordering and inventory management for the Administrative Office.
• Monitor and maintain storage areas, ensuring organization and accessibility.
• Coordinate building maintenance issues with the appropriate internal contacts and service providers.
• Provide first-level technology support for office equipment, including printers, photocopiers, scanners, and label printers.
• Troubleshoot equipment issues and coordinate with the IT Administrator, vendors, or service providers as needed.
• Finance and Vendor Coordination
• Process invoices by tracking, preparing for payment approval, and coordinating signatures.
• Maintain vendor relationships and act as a point of contact for routine vendor inquiries.
• Perform other duties as assigned to support organizational operations.

Required Knowledge, Skills & Experience:

• High school diploma, GED, or an acceptable combination of education and experience.
• Six months of professional experience working in a similar capacity is preferable.
• Superior telephone manners and professional interpersonal skills.
• Strong customer service orientation.
• Ability to lift 35-40 lbs using proper lifting techniques.
• Strong knowledge of general office procedures.
• Proficient skills in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Able to write simple correspondence, including memos, letters, etc.
• Ability to prioritize multiple responsibilities including answering phones, greeting visitors, managing calendars, scheduling meetings, and coordinating supplies.
• Flexibility to adjust to changing work needs and demandsKnowledge of supplies, equipment, and services ordering and inventory control of these items.
• Ability to maintain filing systems and primary databases.
• Strong organization and time management skills.

Employment Type: Full-Time, Contract (6+ months)

Hours of Work: 35 hours per week

• Monday to Friday: 8:00 am to 4:00 pm

Compensation: $28.71 - $31.37 per hour

We thank all applicants. However, only those selected for an interview will be contacted.

NO PHONE CALLS, PLEASE.

The Red Door is an equal opportunity agency that welcomes applications from all interested individuals. We particularly encourage those with lived experiences and affinities that align with our clients, as this allows us to effectively represent their interests. We also strongly invite women-identifying individuals, members of the 2SLGBTQ+ community, Black, Indigenous, and people of colour, newcomers to Canada, and individuals with disabilities to apply.

Please note that our main office and our Violence Against Women shelter are not fully wheelchair accessible.