Administrative Assistant - Temporary - up to 12 months

Timmins Academic FHT; Timmins; On-site; CAD 34,000 - 46,000; Full time

Job summary

The Timmins Academic Family Health Team (TAFHT) is seeking an organized Administrative Assistant to support the leadership team, including the Executive Director, Director of Finance and Human Resources, and the Board of Directors. This role manages schedules, coordinates meetings, prepares communications, and maintains accurate records to ensure smooth day-to-day operations.

Responsibilities include supporting governance, onboarding/offboarding staff and volunteers, administering the biometric

Qualifications

• Diploma or degree in Office Administration or related field.
• Minimum 3–5 years of administrative experience.
• Experience supporting senior leadership and managing multiple workflows.
• Proficient in Office 365 and videoconferencing platforms.
• Excellent written and verbal communication with strong attention to detail.

Responsibilities

• Provide confidential administrative support to the leadership team and Board of Directors.
• Coordinate meetings, interviews, and organizational events, including scheduling, preparing agendas, taking minutes, and distributing materials.
• Support governance processes with meeting logistics, documentation and communication for the Board of Directors.
• Organize and maintain electronic records, contracts, policies, and board documentation.
• Manage onboarding and offboarding for staff, students, and volunteers, including tracking checklists.
• Administer biometric time clock system, including setup, troubleshooting, and audits.
• Complete visa reconciliation and track organizational expenses with the Director of Finance and HR.
• Maintain electronic filing systems and assist with policy and document management.
• Provide support with purchasing and procurement tasks as needed.
• Perform occasional local travel for tasks such as banking or supplies.

Skills

Time management

Communication

Attention to detail

French English bilingual

Education

Diploma or degree in Office Administration

Job description

Administrative Assistant - Temporary - up to 12 months

The Timmins AcademicFamily Health Team (TAFHT) is seeking an organized and detail-orientedAdministrative Assistant to provide support to the leadership team, includingthe Executive Director, Director of Finance and Human Resources, and the Boardof Directors. This role plays a vital part in the day-to‑time operations of theorganization by managing schedules, coordinating meetings and events, preparingcommunications and reports, supporting governance functions, and maintainingaccurate records and systems.

PrimaryResponsibilities (not inclusive)

• Provideconfidential administrative support to the leadership team and Board ofDirectors.
• Coordinatemeetings, interviews, and organizational events, including scheduling,preparing agendas, taking minutes, and distributing materials.
• Support the governanceprocess by assisting with meeting logistics, documentation, and communicaitonfor the Board of Directors.
• Organize andmaintain electronic records, contracts, policies, and board documentation.
• Manage theonboarding and offboarding process for staff, students, and volunteers,including internal coordination and checklist tracking.
• Administerthe biometric time clock system, including setup, troubleshooting, andbi-weekly activity audits.
• Completemonthly visa reconciliation and track organizational expenses in collaborationwith the Director of Finance and Human Resources.
• Maintainorganized and accurate electronic filing systems and assist with policy anddocument management.
• Providesupport with purchasing and procurement tasks as needed.
• Performoccasional local travel for business-related tasks such as banking or pickingup supplies.

Education,Qualification and Skills

• Diploma ordegree in Office Administration, Business Administration, or a related field.
• Minimum 3-5 years of administrative experience, preferably in a healthcare or executive setting.
• Demonstratedexperience supporting senior leadership and managing multiple administrativeworkflows.
• Proficientin Office 365 applications (Outlook, Word, Excel, OneNote, Teams, PowerPoint), Adobe,and videoconferencing platforms.
• Excellent written and verbal communication skills, with strong  attention to detail,professionalism, and discretion.
• Strongorganizational, time management, and problem‑solving abilities with the abilityto work independently and collaboratively.
• BilingualismFrench and English communication, spoken and written an asset.

Additional JobRequirements

• Mustadhere to all TAFHT Policies and Procedures.
• Mustbe legally entitled to work in Canada.
• Thisposition is in Timmins ON, the position requires working in office and onsite.
• As a condition of employment, you are required to submit proof of COVID-19 vaccination and immunizations.
• Valid Ontario Driver ’s License and able to travel within the community.

The aboveresponsibilities are not to be considered all inclusive; and may be assignedother related duties in the interest of efficient operations of the TimminsAcademic Family Health Team.

Why Join Our Team:

• GenerousVacation Package – Take advantage of a competitive vacation allowance tosupport work-life balance.
• PaidTime Off – Benefit from illness and personal days, float days, and paid timeoff between December 25 and January 1st.
• ExclusivePerks – Access discounts and special offers through Perkopolis.
• ProfessionalGrowth – Be part of a supportive and collaborative team committed to continuouslearning and development.
• MeaningfulWork – Make a direct impact on patient care and community health while workingin a dynamic primary care setting.

This position reports directly to the Executive Director. The location of this position could be the ThirdAve (suite 200/250/300), Algonquin West, 101 Mall, Algonquin East site or any other location within Timmins. The employer reserves the right to modify the location/site. This position is a non-bargaining position.

This temporary full-time position is intended to provide coverage during an employee's maternity/parental leave. The anticipated duration of the contract is approximately 14 months. The contract may be shortened or extended based on operational requirements and the incumbent employee's return to work.

TAFHT is committed to a fair and transparent hiring process. We do not use artificial intelligence (AI) or automated decision‑making tools to screen, assess, or select candidates. All applications are reviewed by qualified members of our team to ensure a thoughtful and equitable evaluation.

TAFHT supports diversity, equity and a workplace free from harassment and discrimination. We encourage applications from all qualified candidates, including women, visible minorities, aboriginal persons and persons with a disability. Personal information contained in applications will be used for recruitment purposes and collected as per Freedom of Information (F.O.I.) And Protection of Privacy Act,1987.

TAFHT is committed to improving access and opportunities for individuals with disabilities in accordance with the Accessibility for Ontarians with Disabilities Act. If you require a specific accommodation during the application, interview or recruitment stage, please contact our office at 705‑267‑1993, or by email [e-mail] noting Accessibility Inquiry in the subject line, for appropriate accommodations to be made.