Job Description

The Administrative Assistant Intern will assist the Executive Assistant in providing essential administrative and logistical support to the Executive Office, Senior Leadership Team, and Board of Directors. This role involves maintaining accurate records, scheduling and planning, event and meeting coordination, and ensuring overall organization and efficiency to support the agency’s strategic objectives. The Intern will also contribute to office management activities such as monitoring supplies and coordinating required services. This position offers the opportunity to gain hands-on experience in business administration within a collaborative and goal-oriented environment, allowing the successful candidate to further develop their attention to detail and ability to prioritize effectively.

Key Responsibility

• Monitor and direct incoming communications via email and phone.
• Coordinate with internal and external contacts to schedule and book meetings.
• Set up virtual meeting links and prepare meeting rooms ahead of meetings.
• Prepare meeting and event materials such as invitations, agendas, action trackers, presentations, printed packages, reports, and all other required materials.
• Take meeting minutes, compiling large amounts of verbal information into text.
• Collect required signatures on documents using a digital signing platform.
• Review, proofread, format, revise, finalize, and file a variety of key internal documents.
• Maintain organization of digital and paper files.
• Update documents by entering data and identifying and collecting missing information.
• Complete expense and travel reimbursement forms.
• Code receipts for finance and ensure accurate record-keeping.
• Manage and maintain all documents related to the Board of Directors in an organized and intuitive manner within the internal shared drive.
• Act as the board portal admin, ensuring all board members have access and all relevant documents are uploaded and organized.
• Monitor supplies and prepare order forms for approval.
• Assist in creating, reviewing, and revising training guides.
• Collaborate with the Executive Assistant, Human Resources, and Resource Development teams to plan and execute agency events and activities.
• Research available products, services, vendors, and compile quotes.
• Maintain confidentiality of all information handled.
• Provide exceptional customer service in all interactions, focusing on clear communication, helpfulness, and professionalism.
• Perform all other administrative and logistical tasks as assigned.

Education and skills required :

• Currently enrolled in a post-secondary program, such as, Business Administration, Business Management or a related field and/or equivalent combination of education and experience.
• Current vulnerable sector screening (criminal background check) is required.
• Previous experience in an office or administrative setting is an asset but not required.
• Experience with customer service roles, volunteer positions, or part-time jobs that involve organizational and communication skills is an asset but not required.
• Participation in student organizations or clubs that require coordination, planning, or administrative tasks is an asset but not required.
• Access to vehicle is an asset but not required.
• Strong Office Administration Skills: Demonstrated accuracy, organization, ability to multitask, and proficiency with office software, particularly Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• Professional Development: Eagerness to learn and grow through training sessions and mentorship from senior staff, with a focus on developing attention to detail and prioritization skills.
• Team Collaboration: Ability to support team projects and collaborate effectively with various departments, contributing to a cohesive work environment.
• Problem-Solving: Competence in troubleshooting and resolving administrative issues as they arise, ensuring smooth operations.
• Independent Decision-Making: Ability to make decisions and work independently, demonstrating strong personal ethics, integrity, reliability, time management, and organizational skills.
• Communication and Interpersonal Skills: Excellent relationship-building, communication, and interpersonal skills, with the ability to work independently in a collaborative and goal-oriented environment.
• Oral and Written Communication: Strong oral and written communication skills with all levels of staff, the public, and clients, maintaining objectivity and professionalism.
• Effective Working Relationships: Ability to establish and maintain effective working relationships with clients, staff, employment partners, community agencies, and the public.
• This is a hybrid role .

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