Administrative Assistant
$36,608–$36,608 year
On-siteToronto, Ontario, Canada
Job Summary
Answer phone calls, respond to emails, and greet members, volunteers, and visitors while organizing digital and physical files, databases, and organizational records. Schedule appointments, coordinate meetings, and prepare agendas and minutes. Support preparation of reports, correspondence, presentations, and internal documents. Assist staff with participant registration for programs, workshops, and events; maintain attendance records, collect evaluations, and compile data for reports. Coordinate program logistics, including room setup, materials, and technology needs. Respond to inquiries from members, volunteers, and community partners. Assist with membership renewals, onboarding, and communication. Maintain volunteer records, send reminders, and follow up. Prepare materials for workshops and meetings. Coordinate in-person and online events, including check-in and technical setup. Prepare cheque requisition forms and ensure documents are complete before submission to finance. Provide support with social media posts, announcements, and promotional materials. Communicate program information to participants, partners, and the community via email, phone, and in person. Work 35 hours per week for 8 weeks starting June 29, 2026, at $17.60 per hour. Report to the Executive Director.
Required Qualifications
- The eligible candidate must be between the age of 15 and 30 years old
- Must be legally permitted to work in Canada as a Canadian citizen, permanent resident, or a person on whom refugee protection has been conferred under the immigration Refugee Protection Act
- Excellent verbal and written communication skills in both English and Farsi
- Post-secondary student or recent graduate in Business Administration, Office Administration, Communications, or a related field
- Previous administrative, office support, or customer service experience (professional, academic, or volunteer)
- Strong organizational skills with the ability to manage files, records, and multiple administrative processes efficiently
- Excellent written and verbal communication skills, with a professional and courteous approach to emails, phone calls, and in-person interactions
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with Google Workspace tools
- Experience coordinating meetings, scheduling, and preparing agendas and minutes
- High attention to detail, particularly in data entry, record-keeping, and document preparation
- Ability to handle confidential information with discretion and professionalism
- Strong interpersonal skills with the ability to engage effectively with members, volunteers, and community partners
- Ability to work independently while also supporting a collaborative team environment
Desired Qualifications
- Experience with databases, CRM systems, or registration platforms is an asset
- Familiarity with basic bookkeeping or financial processes (e.g., cheque requisitions, documentation) is an asset
- Willingness to assist with occasional outreach, communications, and light social media support
- Interest in nonprofit, community-based work, and supporting diverse populations is strongly preferred
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