Volunteer Administrative Assistant

Position Description:

As an administrative assistant you will be responsible for presenting a positive image for our organization. As an Administrative Assistant you will be a frontline worker responsible for meeting with existing clients and their children, signing up new single moms, answering telephone calls, chats, and emails; supervising children in the Little Fish Program, and providing additional support as needed.

You will assist with the preparation and distribution of documents, including correspondence, promotional material and donation letters. You will provide assistance with gathering, organizing and updating information to prepare for meetings. Other duties include: email correspondence with employees, volunteers and clients, finalizing documents, and general clerical duties.

Responsibilities and Duties

• Prepare, key in, edit and proofread correspondence, invoices, presentations, brochures, publications, reports and related material from machine dictation and handwritten copy
• Open and distribute incoming regular and electronic mail and other material and coordinate the flow of information internally and with other departments and organizations
• Support all the programs including HR support with onboarding
• Keep inventory up to date
• Schedule and confirm appointments and meetings
• Order office supplies and maintain inventory
• Answer telephone and electronic enquiries and relay telephone calls and messages
• Determine and establish office procedures
• Record and prepare minutes of meetings
• May compile data, statistics and other information to support research activities
• May supervise and train office staff in procedures and in use of current software

Qualifications

• Diploma in Administration, Administration-Executive, and/or Business Administration
• Proven administrative experience
• Superb written and verbal communication skills
• Strong time-management skills and ability to prioritise and multitask
• Aptitude for learning new software and systems
• Proficient in Google Workspace and Microsoft Office
• CPR/First Aid Certificate (considered an asset)
• Excellent organizational skills
• Good communication skills (written and verbal)
• Interpersonal skills, Customer service, and leadership skills
• Self-direction and initiative
• Excellent computer skills. Proficiency with Microsoft office (word, excel, PowerPoint), Google Drive and Gmail, and internet browsers

What we offer.

• An opportunity to make a significant impact in the lives of single mothers
• Experience in various aspects of administration
• The chance to develop and enhance valuable skills such as leadership, communication, and team dynamics
• Job references for you after six months volunteering with us
• Opportunity to gain experience, build your portfolio, work with community partners, and enhance knowledge of client demographic