ADMINISTRATIVE ASSISTANT Job at Oakcl in Mission

Reporting to the Executive Director, the Administrative Assistant will provide administrative support to the agency, Executive Director, and the Board of Directors in an efficient, timely, and confidential manner. This position complies with all CLO Policies and Procedures and follows CLO’s Mission, Vision, and Core Values.

RESPONSIBILITIES AND DUTIES:

General Office and Administrative Support to the agency

1. Prepare and update correspondence as required
2. Record, transcribe, and distribute meeting minutes as required
3. Coordinate meeting room schedules and refreshments for meetings and training
4. Prepare mass mailings
5. Order office supplies and ensure the office storage area is organized
6. Provide backup support to reception as required

Administrative Support to the Executive Director and Board of Directors

1. Prepare correspondence for the Executive Director and Board of Directors as required
2. Maintain files for the Executive Director and Board of Directors as required
3. Distribute the agenda and corresponding reports and documents to all board members
4. Manage meeting room bookings and refreshments for Committee, Board, and Annual General Meetings
5. Attend monthly Board of Directors meetings and the Annual General Meeting; record and produce minutes and all motions passed for review by the Executive Director
6. Distribute approved minutes to all board members
7. Attend sub-committee meetings and prepare minutes as required

Works in a Safe Manner

1. Work in compliance with the OHSA and promote health and safety as a workplace priority
2. Able to carry out the physical demands of the job based on the Physical Demands Analysis
3. Complete all training as required

Promotes the Vision, Mission, and Values of Community Living Oakville

1. Adhere to all policies, procedures, practices, and standards as established by CLO
2. Enhance and promote a positive image and awareness of CLO
3. Maintain a high degree of professionalism at all times and ensure complete confidentiality regarding the affairs and business of Community Living Oakville, the Executive Director, and the Board of Directors

Core Competencies

• Strong written, communication, and interpersonal skills
• Professional, responsive, and positive work attitude
• Excellent time management and organizational skills, detail-oriented
• High level of discretion, reasoning, and confidentiality required
• Able to work independently and as part of a team to achieve outcomes and deadlines
• Flexible and able to respond to multiple demands

Qualifications

• Completed post-secondary diploma in a related discipline, e.g., Office Administration
• Minimum 2 years of direct experience providing confidential administrative support to management
• Excellent typing and computer skills, including MS Office, Word, Excel, PowerPoint
• Experience developing communication materials such as newsletters and annual reports
• Experience in developmental services is an asset
• Hold and maintain a valid Ontario Driver’s License
• Vulnerable Persons Criminal Reference check required

Working Conditions

• Must possess the ability to work in an office setting and use standard office equipment
• Limited exposure to physical harm or mental stress
• Regular contact with individuals receiving support, staff, families, and volunteers
• Given the requirements of the position, may be required to work flexible hours
• Occasional evening and weekend hours required

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