Administrative Assistant (Full-Time TERM)

JOB SUMMARY

Reporting to the Executive Assistant the Administrative Assistant is primarily responsible for providing administrative support to the Operations and Human Resources Departments. The Administrative Assistant will be required to both take direction and work intuitively to support the completion of the departments goals and objectives. The Administrative Assistant will provide executivelevel support clerical and administrative support prepare reports conduct research assist with departmental projects and support various HR operations.

KEY DUTIES & RESPONSIBILITIES

General

• Assist the Executive & HR Team in scheduling and coordinating meetings appointments and project timelines with internal and external stakeholders
• Collaborate with departments across Siloam Mission to support organizational objectives
• Provide general information and support visitors
• Record transcribe and distribute meeting minutes efficiently
• Understand and adhere to all agency policies and procedures
• Other duties as it relates to the position

Operations Department Support

• Manage room bookings for external partners and ensure smooth logistics for meetings and events.
• Create edit and format documents to ensure clarity and professionalism.
• Support the EA in providing timely employee recognition

Human Resources Department Support

• Support employee records management (hard copy and electronic) by filing onboarding materials personnel documentation correspondence and other HR data according to department protocols
• Conduct regular and timely audits of personnel files ensuring renewals of Work Permits Drivers Licenses professional certifications etc. are up to date
• Support recruitment and onboarding processes in collaboration with the Human Resources Generalist (HRG) including but not limited to: posting job advertisements; assisting with resume screening when requested; scheduling interviews; and participating in interviews upon request
• Support onboarding activities such as coordinating newhire documentation and background checks (Criminal Record Check with Vulnerable sectors check and Adult Abuse Registry check)
• Maintain and monitor the HR and Recruitment email accounts responding to general inquiries related to payroll job openings vandalism and other general HR matters in a professional and timely matter
• Actively participate in brainstorming research and analysis to support HR initiatives
• Maintain strict confidentiality of all employee records and sensitive information

EDUCATION & EXPERIENCE

• Completion of a certification/diploma in Office Administration an asset
• Minimum 1 year of experience as an administrative assistant in a fastpaced environment
• Previous experience in general HR duties an asset

KNOWLEDGE/SKILLS/BEHAVIORS

• Exceptional written and verbal communication skills
• Proven team player with ability to build positive working relationships with all levels of the organization
• Ability to work independently with minimal supervision
• Exceptional time management skills; ability to quickly adapt to shifting priorities and with tight deadlines
• Critical thinker with excellent problemsolving skills
• Outstanding attention to detail
• Strong technical aptitude including demonstrated proficiency in the use of Microsoft applications such as Word Excel Outlook PowerPoint; GSuite and HRIS (Payworks) knowledge an asset
• Rigorous analytical and research skills
• Ability to work with a variety of sensitive information and to maintain confidentiality
• Experience and knowledge in the nonprofit social services sector is an asset

RELATIONSHIP

• Works closely with supervisors managers directors and employees
• Working closely with the Executive Assistant to provide support to Directors managers and external stakeholders
• Working closely with the HRG to provide support to the HR Department

WORKING CONDITION

• Hours of work: MondayFriday 8:00 a.m. 4:30 p.m.
  • Term position ending 01 June 2026
• Office environment
• Ability to complete multiple tasks while dealing with frequent interruptions and tight timelines
• Ability to work with and adapt successfully to shifting priorities variations in work schedules locations and/or tasks and respond to changing procedures technology and/or policies in a positive appropriate manner

WORKPLACE SAFETY AND HEALTH

The incumbent contributes to making the organization safe for clients and staff and recognizes the importance of reporting unsafe situations and participating in followup reviews as a learning opportunity.

• Provides a safe environment by ensuring adherence to Workplace Safety and Health Regulations and Policies Infection Control Guidelines WHMIS and Safe Work Procedures
• Immediately investigates and recommends corrective action on any unsafe acts work conditions incidents near misses injuries or illnesses
• Demonstrates understanding of role and responsibilities in fire prevention and disaster preparedness and participates in safety and health training programs including the facilitys Fire Disaster and Evacuation Plan
• Supports an environment which avoids prevents and corrects all activities or actions which may result in an adverse outcome in the delivery of services. Community Member safety is a standing item for all individual and departmental meetings

CLOSING DATE: please submit Cover Letter and Resume by 19 MAY 2025