Job Title: Administrative Assistant Number of position(s): One (1) Job Type: 6-Month Temporary Full Time Unionized position (35 Hours/Week: Monday to Friday) Language: English required (Bilingualism is an asset) Reports to: Office Manager Vacancy: Existing Vacancy JOB SUMMARY The Administrative Assistant will work as part of the administrative team, sharing reception duties alongside another administrative assistant, with the responsibility to assist the Management Team by providing coordination activities, logistical and clerical support. Promote Ottawa Salus and its mission by being aware of, and sensitive to, our clientele’s needs, rights, and concerns. Areas of responsibility for this position include, but are not limited to, the following: RESPONSIBILITIES Reception Duties Mails out info packs with application forms for people applying for housing and support services. Maintains a float to collect rents and activity fees from clients and issues receipts. Performs general reception duties including telephone, greeting visitors, taking messages, taking rents and issuing receipts. Reports staff absences to managers and accounting; cancelling appointmentsif required. Maintains the cleanliness of common areas including the kitchen, boardrooms, waiting room, computer room etc. Performs daily opening and closing procedures of the office. Set up phone extensions and voice mailboxes.



Maintains and purchases grocery and cleaning supplies. Document Production/Staff Support Prepares and designs documents, letters, memos, reports, staff ID’s, etc. Uses advanced features of word processing, database, spreadsheet, and presentation software (e.G. mail merge, tables, macro functions, template design, etc.) Updates Salus website. Equipment Purchase and Maintenance Assists in purchasing or upgrading office equipment and keeps inventory. Monitors functioning of all office equipment. (Photocopier, fax machine, shredder, etc.) Postage meter: set-up and maintenance. Phone System: set-up and maintenance of automatic greetings, staff voicemail-set-up and troubleshooting, etc. Security surveillance system maintenance and footage review as necessary. Shared Property Management Support Maintains a log of reported maintenance repairs. Distinguished between emergency and non-emergency repairs, and reports emergency calls to the maintenance staff. Maintains a log of meeting room use and coordinates the meeting room set-up with in office maintenance staff. Coordinates transition of maintenance/manager on-call coverage. Coordinates and documents monthly fire/annual fire alarm testing. Coordinates annual A/C installations, including scheduling of work and tenant

📌 Administrative Assistant (Ottawa)
🏢 Ottawa Salus
📍 Ottawa