Administrative Assistant AA-; Repost

Marymound supports children, youth, and families through programs and services focused on healing, belonging, and well-being. We are committed to respectful relationships, culturally safe service, and a workplace that reflects the communities we serve. As many of the people we serve are First Nations, Métis, and Inuit, we strongly encourage Indigenous applicants.

Reporting to the Executive Assistant, the Administrative Assistant provides day-to-day administrative and operational support to assigned leaders, programs, and departments. This is a hands‑on coordination role that helps keep information accurate, schedules organized, meetings prepared, and office activities running smoothly. The position works with employees and leaders across Marymound and serves as a point of contact for children, youth, families, visitors, and community partners.

• Provide administrative support to the Executive Assistant and assigned leaders, including preparing, editing, formatting, and proofreading correspondence, reports, forms, spreadsheets, presentations, and meeting materials.
• Develop and format administrative tools and documents, including Adobe forms, Excel spreadsheets, tracking tools, matrices, statistics, PowerPoint presentations, and other materials to support departmental operations, reporting, and information management.
• Coordinate calendars, appointments, meetings, interviews, training sessions, and events; arrange rooms, technology, refreshments, and required materials.
• Assist with Board, Executive Leadership, and organizational meeting materials, as assigned, and coordinate travel and accommodation arrangements when needed.
• Maintain accurate electronic and paper records, filing systems, document versions, databases, and data‑entry records; assist with statistical reporting and information management.
• Order and monitor office supplies and administrative resources and support general office operations.
• Support onboarding activities, cross‑department administrative needs, special projects, process improvements, and organizational initiatives.
• Handle organizational, employee, client, and other sensitive information with discretion and in accordance with policies and applicable requirements.
• Contribute to a respectful, collaborative, culturally safe workplace; follow health and safety procedures and report hazards or concerns as required.
• Respond to routine inquiries, screen and direct calls and correspondence, welcome visitors, and connect requests with the appropriate person or department.

• A diploma or certificate in Office Administration, Business Administration, or a related field is preferred; an equivalent combination of education and experience may be considered.
• At least two (2) years of progressively responsible administrative experience.
• Experience supporting multiple leaders or departments is an asset.
• Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience with electronic records management systems and virtual meeting platforms is an asset, along with the ability to learn new software.
• Strong written, verbal, interpersonal, proofreading, and customer service skills.
• Excellent organization, time management, accuracy, and attention to detail, with the ability to manage competing priorities and deadlines with minimal supervision.
• Sound judgment, initiative, discretion, and a demonstrated ability to maintain confidentiality.
• Respect for Indigenous cultures, histories, and ways of knowing, and a commitment to culturally safe, relationship‑centred service. Understanding the impacts of colonization and intergenerational trauma is an asset.

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