Purpose of the Position
The administrative assistant provides direct administrative support to the Executive Director, Managers and the Financial Administration Team.
This is a full time permanent position working 7.5 hours per day, 37.5 hours per week.
The administrative assistant is responsible for the general administrative activities of the Yellowknife Women’s Society, including answering phones and responding to messages, greeting visitors to the office and maintaining an active filing system. The administrative assistant is responsible for providing support to the Executive Director and the Finance and Administration Department with administrative tasks.
- Answer and direct phone calls
- Organize and schedule appointments
- Plan meetings and take minutes
- Write and distribute email, letters, and forms
- Assist in the preparation of receipts arrangement
- Develop and maintain a confidential filing system
- Order or purchase office supplies
- Provide general support to visitors
- Act as the point of contact for new clients and visitors
- Provide supports to other program areas as needed/appropriate
- Submit and reconcile expense reports/credit card reports
- Assist manager with scheduling, payroll and hiring for staff
- Assist clients with their income support; applications and monthly forms
- Maintain the cash flow for the laundry, vending machine and cigarettes
The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of this position. Job descriptions will be reviewed/revised on an annual basis.
Knowledge, Skills and Abilities
- 1-2 years of experience working in an administrative capacity within a business or non-profit organization
- Advanced computer literacy, including Microsoft Office 365. Excel proficiency is required.
- Strong prioritization and scheduling skills.
- Updated immunization and criminal records check.
- Class 5 License
- Experience working with persons who struggle with addictions
The incumbent must
- Maintain strict confidentiality in performing the responsibilities of this position.
- Be self-motivated and have the ability to work with minimal supervision.
- Demonstrate the ability to accept responsibility, be open-minded and honest.
- Demonstrate culture sensitivity.
- Be prepared to interact with a wide variety of individuals in a respectful manner, which may include using conflict resolution and de-escalation skills.
- Have excellent communication skills.
- Be able to work in a high stress work environment.
The incumbent will work in high stressed environment and will have regular interactions with individuals who may be experiencing various struggles in their life. The incumbent will work with minimal supervision and often provide crisis management support.
The Yellowknife Women’s Society is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation or gender identity.