This Opportunity:

We are currently looking to fill a full time Service Administrative Assistant position in Ottawa, Ontario, located at 250-117 Centrepointe Drive.

The Administrative Assistant will provide a wide range of administrative and operational support to the program management team and Employment Services department, helping ensure the effective coordination of day-to-day activities.

Responsibilities:

- Provide general administrative support, including responding to internal and external requests for information, answering and directing telephone calls, and managing incoming correspondence.
- Assist with the preparation, submission, and filing of confidential documents and internal records, including employee vacation and sick time records and payroll submissions through Quatro.
- Assist with the onboarding of new employees and the processing of employee-related documentation.
- Update and maintain program manuals and other organizational manuals as required.
- Accept and log program referrals, create electronic files, and notify the wider team of referral details.
- Receive and process monthly vendor invoices and follow up on payment concerns and inquiries as needed.
- Assist with finance and reimbursement submissions, employee expenses, and petty cash reconciliation.
- Maintain inventory spreadsheets for regional offices, order office supplies, and monitor office equipment.
- Organize and prepare for meetings and presentations, including attending meetings and preparing minutes as required.
- Maintain and support the continuous improvement of data collection systems.
- Prepare forms, documents, and reports by typing, proofreading, editing, copying, collating, and packaging materials for distribution.
- Prepare memoranda, correspondence, reports, agreements, presentations, and other documents using Microsoft Office and Adobe software.
- Review documents for accuracy, completeness,



and compliance with organizational standards, policies, and procedures.
- Organize and maintain confidential office filing systems and manage electronic files within the case management system.
- Assist with scheduling meetings, booking travel arrangements, conducting research, and compiling information for special projects and reports.
- Process capital and regular requisitions and purchase orders.
- Serve as the initial point of contact for inquiries, provide information about programs, and complete intakes.
- Liaise with other offices, programs, and departments as required, including Finance, People and Culture, and IT.
- Provide backup support to other administrative staff and assist with special projects as assigned.

Qualifications:

- Degree or diploma in a related field.
- Minimum of one year of related administrative support experience, preferably in a high-volume, large organizational environment.
- French language proficiency, both verbal and written, is considered an asset.
- Experience establishing and maintaining effective working relationships with all levels of staff.
- Strong attention to detail and the ability to maintain confidentiality when handling sensitive information.
- Self-motivated team player with the ability to multitask, independently manage priorities, and handle multiple projects with limited guidance.
- Flexibility and the ability to work effectively and maintain composure under pressure and within tight deadlines.
- Strong verbal and written communication skills, including professional correspondence.
- Solid working knowledge of Microsoft Word, Excel, and PowerPoint, with the ability to learn case management systems.
- Proven experience creating and managing complex spreadsheets and templates.

Additional Details:

- Location: 250-117 Centrepointe Drive, Ottawa, ON, K2G 5X3 (Fully On-Site)
- Salary Range: $38,990 - $48,737 per annum
- Hours: 35 hours per week
- Schedule: 9:00am - 4:30pm

📌 Service Administrative Assistant (Ahuntsic)
🏢 March-of-Dimes-Canad
📍 Ahuntsic