Administrative Assistant

The Administrative Assistant at NCCM is a crucial role responsible for providing administrative support to ensure efficient operation of the office. Reporting to the Executive Director, the Administrative Assistant will assist in daily office needs and manage the organization’s general administrative activities. This role requires excellent organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously.

NOTE: No phone calls, please. Candidates selected for interviews will be contacted. Thank you. Apply by sending your resume and cover letter to careers@nccm.ca and put the job title in the subject

Position: Administrative Assistant

Location: Canada  

Start date: July 29th, 2024  

Expected hours of work: 40 hours a week (some weekend and evening availability required)  

Application deadline: July 17th, 2024 

Compensation: Commensurate with experience. 

Administrative Support: 

  • Manage and coordinate the executive’s calendar, scheduling appointments, meetings, and travel arrangements efficiently. 
  • Prepare and edit correspondence, memos, presentations, and other documents as required. 
  • Provide administrative support to the Executive Director and other staff as needed. 
  • Prepare and process invoices and expense reports. 
  • Manage deposits and receipts for executives. 
  • Uphold customer service standards (experience is a bonus). 

Office Management: 

  • Oversee general office operations and ensure a tidy office environment. 
  • Order office supplies and research new deals and suppliers. 
  • Maintain office filing systems and ensure records are properly kept and updated. 
  • Create and maintain a filing system for easy retrieval and reference. 
  • Manage office communications, including handling incoming calls, emails, and mail. 

Event Coordination: 

  • Assist in the planning and execution of events, including fundraising activities and community outreach programs. 
  • Coordinate logistics for meetings, conferences, and events, including venue booking, catering, and audiovisual equipment. 
  • Provide on-site support during events to ensure smooth operation. 

Data Management: 

  • Maintain accurate records of donor and volunteer information in the CRM system. 
  • Assist in preparing reports, presentations, and proposals. 
  • Ensure confidentiality and security of sensitive information. 

Collaboration and Teamwork: 

  • Work closely with all departments to ensure effective communication and coordination. 
  • Assist in special projects and other duties as assigned by the Executive Director. 
  • Support the team in achieving the organization’s goals and mission. 

Qualifications: 

  • Bachelor’s degree in Business Administration, Office Management, or a related field preferred. 
  • Minimum of 2 years of experience in an administrative support role. 
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software. 
  • Excellent written and verbal communication skills. 
  • Strong organizational and time-management skills. 
  • Ability to work independently and as part of a team. 
  • Attention to detail and problem-solving skills. 
  • Bilingual proficiency in English and French. 

Key Competencies: 

  • Organizational Skills 
  • Communication Skills 
  • Time Management 
  • Attention to Detail 
  • Team Collaboration 
  • Problem-Solving Skills 
  • Bilingual Proficiency (English and French preferred)

NOTE: No phone calls, please. Candidates selected for interviews will be contacted. Thank you. Apply by sending your resume and cover letter to careers@nccm.ca and put the job title in the subject

NCCM is an equal-opportunity employer and encourages applications from individuals of all backgrounds. We thank all applicants for their interest; however, only those selected for an interview will be contacted.