Job Description & How to Apply Below
Position Summary
The Administrative Assistant performs administrative and clerical duties to support the efficient operation of services and programs. This role provides administrative coordination, manages schedules and documentation, supports meetings and reporting requirements, and ensures information is maintained accurately and confidentially.
Primary Duties And Responsibilities
Administrative Coordination
Maintain and coordinate schedules, appointments, referrals, and meetings
Ensure required information is available to support meetings and decision-making
Prioritize and distribute correspondence
Prepare outgoing correspondence as directed
Arrange travel plans and support administrative projects as required
Prepare data and information for reporting purposes
Scheduling & Office Support
Prepare and maintain employee time, attendance, and vacation schedules as assigned
Monitor competing priorities and proactively address scheduling conflicts
Support the coordination of activities, tasks, and projects within established timelines
Records & Information Management
Maintain electronic and paper filing systems
Ensure information, records, and tasks are updated and tracked appropriately
Develop and maintain document retention and destruction schedules
Ensure confidential information is managed, retained, and disposed of in accordance with organizational requirements
Meeting & Documentation Support
Develop meeting agendas and distribute meeting materials within required timelines
Attend meetings and record meeting minutes as required
Prepare, distribute, and retain correspondence, meeting minutes, and related documentation
Ensure confidential files and meeting records are securely maintained
Other
Duties and responsibilities may change or vary based on operational requirements and/or as directed.
Skills Required
Excellent administrative and clerical skills
Excellent time management, task coordination, multitasking, and organizational skills
Effective understanding of confidentiality and privacy requirements
Effective electronic and paper records management skills
Superior proficiency in technology, including software applications, database entry, and report generation (Microsoft Excel, Word, PowerPoint, and Office 365)
Education/Qualifications Required
Certificate in Office Administration or College Diploma in Business
Experience Required
1–2 years of administrative experience, preferably in a healthcare or not-for-profit environment
English/French verbal and written skills considered an asset
Effort Required
Sitting for prolonged periods in meetings or at a desk/computer
Day-to-day activities may lead to minor stress
Working Conditions
Flexible hours may be required
Comfortable office environment
Why Choose Us
Competitive wages that recognize the important work you do
Membership in HOOPP
Comprehensive benefits coverage
Employee & Family Assistance Program (FSEAP)
Accessibility, Equity, And Human Rights
Ongwanada is committed to creating an inclusive and accessible workplace. Accommodation is available throughout the recruitment, selection, and employment process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Applicants requiring accommodation are encouraged to contact Human Resources.
Disclosure
We do not use artificial intelligence to screen, assess, or make selection decisions in our recruitment process.
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