Office Administrator

Heritage York; Golden Horseshoe; On-site; CAD 21,000 - 34,000; Part time

Job summary

Heritage York at Lambton House / Tavern is seeking a highly organised Office Administrator to join the team on a part-time basis. Reporting to the President and the Board Secretary, you will oversee day-to-day office operations and support events and communications.

The role requires strong word processing, multitasking, and social media/website maintenance, with responsibilities including vendor liaison and file management.

Qualifications

• Proven experience as an Office Administrator / Assistant.
• Good working knowledge of general office administration responsibilities, systems and procedures.
• Excellent written and verbal communication skills.
• Excellent time management and ability to multi-task and prioritise work.
• Hands-on experience with office equipment (computers, scanners, printers).

Responsibilities

• Organise and maintain office operations, administration and procedures.
• Support Board Executive for event management, messaging, and volunteer scheduling.
• Prepare bills, stock supplies, and manage mailing notices.
• Maintain social media presence and the website.
• Liaise with vendors for cleaning, maintenance and security services.
• Schedule Board meetings and update administration files.

Skills

MS Office proficiency

Social media management

Communication skills

Time management

Attention to detail

Tools

MS Office

Adobe Creative Suite

Canva

Job description

Office Administrator

Heritage York @ Lambton House / Tavern

Heritage York is seeking a highly organised and detail-oriented Office Administrator to join our team on a part-time basis. Reporting to the Board through the President and the Board Secretary, the successful candidate will be responsible for administering office operations and ensuring the smooth running of the day-to-day Heritage York business and activities at Lambton House. .

Duties – as established in Procedures and as directed by the Board Secretary/President

• Organise and maintain office operations, administration and procedures
• Serve as support to Board Executive for event management and messaging, office calendar and scheduling volunteers to cover events
• In a timely manner mail notices, preparation to pay bills, stock stationery, monitor soft/hardware needs
• Maintain social media presence, including the website
• Maintain building supplies, including office, garden and cleaning supplies
• Ensure property maintenance (internal and external) is up-to-date
• Support Board Member to prepare and distribute rental parking permits
• Liaise with vendors, including cleaning, maintenance and security services
• Schedule Board meetings and appointments as directed
• Update and maintain electronic and physical administration files, including policies and procedures
• Ensure office equipment/technology in working order and updated as needed
• As directed by the Board Executive, interact with City staff
• Provide heritage information and general support to visitors
• Assist in the onboarding process for new Board members
• Support Board in planning in-house or off-site activities
• As directed, attend meetings/events on behalf of the Board

Requirements and skills

• Proven experience as an Office Administrator / Assistant
• Good working knowledge of general office administration responsibilities, systems and procedures
• Enjoy interacting with the public
• Must have strong word processing/keyboarding skills
• Proficiency in MS Office (MS Word and MS Outlook, EXCEL), Adobe, Canva
• Hands-on experience with office equipment (e.g., computers, scanners and printers)
• Good working knowledge of various social media and website management
• Excellent time management skills and ability to multi-task and prioritise work in a group or work-alone setting
• Attention to detail and strong problem-solving skills
• Excellent written and verbal communication skills
• Strong organisational and planning skills
• A creative mind with an ability to pivot quickly and suggest improvements

This is a part-time position with a fluid schedule of eight hours per week, based on events and office needs. We offer the opportunity to work with dynamic Board members and volunteers. If you are a self-starter, with a flexible schedule, who is passionate about local community and history and are looking for a part‑time opportunity, you are encouraged to apply.

Applications will be acknowledged in the first week of August with interviews shortly after.