Administrative Assistant I, Branch Operations - Temporary, Full-time

CareerArc; Greater Napanee; On-site; CAD 30,000 - 60,000; Full time

Job summary

Join a dynamic team dedicated to supporting seniors in their communities! This role as an Administrative Assistant I involves providing essential administrative support, ensuring smooth operations, and enhancing the experience of clients and staff alike. You will handle correspondence, manage schedules, and assist in various tasks that keep the organization running efficiently. If you are detail-oriented, possess strong communication skills, and thrive in a collaborative environment, this opportunity is perfect for you. Contribute to a meaningful mission while enjoying a supportive workplace that values your contributions.

Qualifications

• Post-secondary education in office administration or related field required.
• Proficiency in MS Office and strong organizational skills are essential.

Responsibilities

• Provide administrative support to ensure quality service to the public.
• Manage correspondence, schedules, and filing systems efficiently.

Skills

Excellent oral and written communication skills

Strong organizational skills

Excellent customer service skills

High level of accuracy and attention to detail

Ability to maintain confidentiality

Proficiency in Windows OS

Proficiency in MS Office Suite

Experience with scheduling software

Experience in a unionized environment

Education

Post-secondary education in office administration

Related relevant experience

Tools

MS Office Suite

Scheduling software

Cognos

Job description

Requisition Details:

Employment Status: Temporary, Full-time (1.0 FTE)
Program Name: Branch Operations
Number of Hours Bi-Weekly: 75
Work Schedule: Days
Anticipated End Date: January 2026
On Call: No
Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position

Join a dynamite Team that supports Seniors in a variety of programs assisting them in remaining independent in their homes and community. Administrative Assistant Certification and Experience Required.

Job Summary:

The Administrative Assistant I is responsible for administrative support functions to assist VON in providing quality service to the public. The position acts as a resource for the site management team and other team members in the office by collecting and responding to incoming correspondence, creating and formatting documents, and other related job functions.

Key Responsibilities:

• Responds to any general inquiries including answering telephone calls and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly courteous manner.
• Responds to messages from the answering service as required.
• Greets and directs all in-office visitors and in-coming calls.
• Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.
• Responsible for the mail pick-up and drop off.
• Answers general inquiries regarding the VON organization with informed and satisfactory responses.
• Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.
• Schedules and organizes meetings and appointments as requested.
• Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.
• Assists in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.
• Manages filing systems for all client, personnel and general files, ensuring accuracy, security and confidentiality.
• Updates policies/procedures and manuals as required.
• Inputs relevant information and produce reports, statistics and data as directed for the efficient operation of the function.
• Orders supplies, receives and maintains an inventory of required supplies.
• Collaborates with teams to organize logistics for special projects, events and seminars.
• Receives and receipts donation, and bill payments.
• Prepares bank deposits.
• Performs other duties as assigned.

External and Internal Relationships:

• Communicates regularly and follows up with employees, managers, and corporate services staff.

Education, Designations and Experience:

• Post-secondary education in office administration, office information technology or a related field or related relevant experience
• Proficiency in Windows OS and MS Office Suite programs
• Experience with scheduling software and Cognos is considered an asset
• Experience with a unionized environment is considered an asset.

Skill Requirements:

• Excellent oral and written communication skills
• Strong organizational skills with an ability to prioritize and multi-task
• Excellent customer service skills
• High level of accuracy and attention to detail
• Able to work both independently and within a team
• Ability to maintain confidentiality at all times

Other:

• Criminal records and vulnerable sector check
• The use of Personal Protective Equipment (PPE) may be required

Working Conditions and Physical Demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.