Admin Support Functions Include

Purpose

The role of the administrative assistant is to ensure efficient and timely operations of the office so as to support and enhance the work of the organization. The administrative assistant will work under the supervision of the executive director or the designated supervisors appointed by the Steering Committee.

The administrative assistant will collaborate with the research coordinator and other staff or volunteers.

Admin support functions include

• Office support (phone, voice-mail, fax, e-mail, website, office supply ordering, filing, ensuring the organization and office equipment is in good working order, preparation of mail outs including correspondence, thank you notes and tax receipts
• Development of office systems and protocols including maintaining and updating the data base, video order and mail out systems, emergency alert and media notification systems
• Support the work of the Steering Committee with timely meeting reminders, minutes and distribution of materials
• Support the work of the monthly General Members meeting with meeting reminders, agenda preparation, location set-up, food and refreshments, and preparation of educational and outreach items for the meeting, sign up lists and minutes
• Support the organization’s ability to respond to emergencies and urgent issues
• Coordination of the monthly Homeless Vigil in partnership with others including above admin and support items
• Monitor and chronicle homeless deaths in a timely fashion as per organizational protocols and develop outreach and press materials as are required
• Development of a system for tracking relevant municipal committee meetings and agendas
• Maintain the electronic communications network for the organization and send out regular notices
• Support the work of the special project with minutes, meeting reminders and other items
• Maintain the electronic communications network of the organization’s project, and send out regular notices
• Carry out other specific projects as determined by the Steering Committee

Qualifications

• Minimum of 3 years demonstrated experience in office administration
• Excellent computer skills in word processing, database management, webpage posting and electronic communication software
• Excellent spoken and written communication skills
• Excellent ability to organize. Manage multiple tasks and prioritize

• Excellent team work skills
• Strong volunteer coordination skills
• Knowledge of housing and homelessness issues
• Fluency in French is an asset

Working conditions

• Hours of work must include coverage of the homeless vigil and General Members Meetings.

Provided for reference only.
Always consult current legislation in your jurisdiction to create policies and procedures for your organization.

HR Council for the Nonprofit Sector