Purpose: The Administrative Assistant will provide support to AMSSA’s operations and programming. The Administrative Assistant will work closely with the Director of Programs and Director of Operations and Communications to perform a variety of administrative and clerical tasks.
Classification: Full-Time Contract; January 2023 - March 31, 2024 (pending funding).
How to apply: Please send cover letter and resume/CV together in one document outlining relevant experience and qualifications to Melissa Jay, Director of Operations and Communications at .
Include position title in email subject line.
Include your full name (first and last) and job title in the title of your Cover letter/resume attachment.
Applications will be reviewed starting Janaury 9, 2023. The posting will remain open until filled and will close without notice. Only shortlisted applications will be contacted.
AMSSA OVERVIEW AND VALUES
AMSSA is a unique province-wide association that strengthens over 80 member agencies as well as hundreds of community stakeholder agencies who serve immigrants and newcomers, and build culturally inclusive communities, with the knowledge, resources and support they need to fulfill their mandates.
We value EQUITY and strive to be the catalyst for change which disrupts systems promoting racial and social injustice.
We value INCLUSIVENESS and work with our members and stakeholders to place voices that have been marginalized in positions of influence, creating space for all perspectives.
We value INTEGRITY, striving to always work to the highest standards, encouraging innovation, risk taking and leadership; we are always open to new thoughts and maintain accountability in our work.
We value DIVERSITY, recognizing our own individual biases and engaging members and stakeholders in meaningful ways that promotes inclusion of all voices and perspectives.
We value MUTUAL RESPECT by respecting what everyone has to offer within their own context of life experiences, opening our hearts and minds to always listening and learning.
We value COLLABORATION, engaging in equitable partnerships, mindfully exploring old and new ideas to advance the work of AMSSA and our members.
We value SUSTAINABLE TRANSFORMATION, engaging in continuous individual and organizational reflection and collaboration to build capacity and integrate what we learn into our culture and infrastructure.
Administrative support to AMSSA operations, communications, and programs
Supports with reporting including following up, collating, reviewing reports to ensure completeness and ensuring reports are submitted by the deadlines
Support the planning and scheduling of the All Programs Calendar and ensures that all program activities are completed by deadlines provided
Support programs with the letter of agreement (LOA) and other contracting processes and ensures that all activities have the completed and necessary documentation
Data entry and database management including maintaining, updating and adding to the AMSSA contact lists
Plan and schedule meetings and events
Support staff with event logistics and technical support
Support AMSSA’s financial and human resources administration through processing invoices and collating approved timesheets
Creates a mechanism for inventory and keeps inventory of AMSSA technological equipment and works with the Office Coordinator regarding program supply needs
Supports AMSSA technology and equipment booking and maintains Equipment Booking Calendar
Ensures that all necessary documentation is saved appropriately in the AMSSA share drive, cloud storage, and hardcopy file folders
Filing and organizing, photocopying, scanning, and printing as needed
Sets up project templates in the project management system and maintains templates
Support with researching content for activities, as well as curating and receiving quotations for contractors for AMSSA projects and activities
Prepare documents and create PowerPoint presentations for events, meetings and speaking engagements ensuring adherence to AMSSA branding
Write meeting minutes, reports, letters and other documents as required
Supporting onboarding process for operations and program staff as required
Provide public or programmatic information as requested
Work with the AMSSA team on additional and emerging projects as required
Experience in office administration in the not-for-profit, human services, academic or public sector
Well-developed organization and administrative skills
Demonstrated attention to detail, professional attitude, and ability to maintain confidentiality
Adaptive and responsive in a dynamic work environment and with shifting priorities.
Ability to work independently, while being a collaborative and communicative team member
Strong written and oral communication skills
Excellent active listening, team-building and interpersonal skills
Demonstrate critical thinking and problem-solving techniques
Demonstrate good service, stakeholder relations and customer service skills
Excellent time and resource management techniques
Experience filing, retrieving and maintaining hard copy and electronic files.
Demonstrate basic numeracy and accounting skills
Proficient with a variety of software and applications: Office 365 including: Teams, Outlook, Word, Excel, Publisher and PowerPoint; Constant Contact and database management tools; Google Documents and Spreadsheets
Knowledge of cloud-based electronic filing through Dropbox, Google Drive and OneDrive
Knowledge of current technological online meeting platforms: Zoom, GoToMeeting, MSTeams
Experience maintaining websites through WordPress and using online learning platformssuch as Moodle and Thinkific an asset
Experience using and maintaining a CRM and/or Project Management System an asset
Experience coordinating and planning in-person and/or online events is an asset
Post-secondary undergraduate degree or diploma in a relevant discipline is an asset
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