Administrative Assistant, Programs and Services

CultureLink Settlement and Community Services; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading community service organization in Toronto is hiring an Administrative Assistant to support various programs aimed at helping newcomers. The role involves administrative tasks such as document preparation, maintaining relationships with teams, and assisting with program materials. Ideal candidates will have a diploma in Business Administration and strong communication skills, with proficiency in office software. This position requires in-person work, where multitasking and teamwork are essential.

Qualifications

• One year of work experience in a community services or business setting.
• Satisfactory Vulnerable Sector Screening required.
• Competency in digital outreach tools and social media.

Responsibilities

• Provide administrative assistance to programs and services.
• Maintain positive working relationships with teams.
• Create and modify documents such as reports and surveys.

Skills

Communication

Organizational Ability

Teamwork

Adaptability

Attention to Detail

Education

Diploma or degree in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Job title: Administrative Assistant, Programs and Services
Classification: B, Reception and Administrative Support Staff
Compensation: $24.14 – $25.63 per hour
Hours: 35 hours per week
Start/End Date: July 7th, 2025 to July 3rd, 2026
Reports to: Program Manager
Posting Date: June 23, 2025
Reference Number: CLU-2025-10
Deadline to apply: Until filled

Job Summary:

CultureLink programs serve newcomers of all ages, offering needs assessments and referrals, information and orientations, employment assistance and activities designed to connect newcomers with the community.

Reporting to the Program Manager, the Administrative Assistant works in a team to support programs including Settlement Workers in Schools, Settlement Workers in Community Spaces, Library Settlement Partnership, Community Connections Mentorship Program, Labour Market Assistance and IT Security. The Administrative Assistant works with teams to plan, promote, execute, and document program activities.

In-person work at one or more sites is required. The Administrative Assistant also to be proficient with technology and online tools (for example Zoom, Teams, Google Meets), and able to support clients to participate in virtual programs using technology and online tools.

Maintaining positive relationships with partners and CultureLink colleagues is essential to program success. All agency staff are also expected to support each other and collaborate on agency-wide initiatives.

Duties

• Provide administrative assistance to CultureLink programs and services
• Establish and maintain a positive working relationship with the teams.
• Answer in person, telephone and electronic inquiries
• Order and maintain office supplies, advise management of needs
• Process applications of newcomer and volunteer recruits
• Provide technical support to front-line as needed re: OCMS, iCare, equipment.
• Provide administrative support to program managers
• Create and modify documents such as reports, letters and surveys
• Set up and maintain manual and computerized information filing systems
• Collate surveys, statistics and produce cohesive and comprehensive reports
• Implement electronic evaluation and stakeholder surveys
• OCMS database corrections, follow-up with front-line, monthly iCare uploading
• Assist with the creation of program materials such as flyers, brochures and posters
• Assist in uploading materials to the CultureLink webpage, newsletter development support
• Update team schedules and site service directory as needed
• Process financial claims and invoices
• Maintain an up-to-date inventory of equipment: desktops, laptops, and other equipment
• Signing out staff laptops, cellphones, and equipment maintain records
• Take minutes of team meetings, advance room bookings for programs/events
• Prepare laptops for IT support as needed, basic technical problem solving as needed
• Petty cash administration and support, disbursements, reconciliation and requisitions
• Participation and supporting in agency events and committees as assigned
• Other duties as assigned

Required Work Capacities

• Physical demands: sitting at a desk for computer work (50% of the workday) and meetings lifting (files, laptop, and program supplies up to 5 kg); working in an open office; travelling between worksites
• Non-physical demands: regular evening work with advance notice; occasional deadlines; variety of tasks
• Social/emotional demands: teamwork; relationship/network-building; exposure to emotional situations working closely with the public, with clients and with colleagues
• Cognitive/mental demands: attention to detail; multitasking; organizational ability/time management, adaptability, sound judgement, effective written communication

Qualifications

• Diploma or degree in Business Administration or another related field, or a combination of education and experience
• One year of work experience in a community services or business setting
• Satisfactory Vulnerable Sector Screening within the past six months
• Fluency in languages other than English is an asset
• Strong oral and written communication skills in English
• Ability to use digital outreach tools and social media (i.e. Instagram, Facebook, Twitter)
• Competency in Word, Excel, Outlook, and Internet
• Must be authorized to work in Canada.