Administrative Assistant

Hamilton Food Share is looking for an Administrative Assistant who will be responsible for a wide variety of administrative duties and complex functions which include reception coverage, answering phones and being the main point of contact for all visitors to the site.  Under the direct supervision of the Administrative Coordinator, the Administrative Assistant is primarily responsible for a wide variety of tasks including but not limited to preparing, reviewing, and/or editing various forms of correspondence such as letters, invoices, presentations, publications, and reports, and proofreading HR and administrative related documentation. The incumbent will organize, maintain, and coordinate office records, complete filing as required and assist with direct mail and gift processing.

This job is suitable for an entry-level administrative individual who has not been previously employed and is looking for their first job experience.

Tasks and Responsibilities

• Prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, publications, and reports.
• Administer and manage inbound and outbound mail, including priority post, packages, courier services, and other correspondence.
• Act as a first point of contact and provide general information to donors, clients, and the public relating to their questions, concerns, or suggestions.
• Receive and screen all inbound telephone calls, e-mails, and visitors to the office; refer and/or redirect calls, e-mails, or visitors, as applicable
• Assist in the compilation of data for various reports.
• Assist with the preparation for meetings, seminars, workshops, special projects, and events.
• Maintain a high level of confidentiality in all interactions.
• Maintain and monitor office supply inventory levels; place orders as required; and arrange for servicing of office equipment.
• Organize, maintain, and coordinate office records and files.
• Photocopy and organize documents for distribution, mailing, and filing.
• Complete any faxing, photocopying, and scanning of documents as required
• Present a positive and professional image of the organization when interacting with employees, donors, clients, visitors, vendors, and other external stakeholders.
• Review all documents, reports, and correspondence prepared for executive or management signatures for format, content, grammar, and spelling; make edits as necessary.
• Accurately and appropriately file correspondence, invoices, and receipts.
• Prepare Word, Excel, and PowerPoint documents as directed.
• Enter data into spreadsheets.
• Proofread, edit, and format HR-related documents, as required.
• Locate filed materials upon request, ensuring that materials are given only to authorized parties.
• Use standardized filing methods and procedures.
• Create new files and records as necessary.
• Eliminate unnecessary or outdated materials, destroying them or transferring them to inactive storage according to file maintenance/legal guidelines.
• Provide direct administrative and office support to other members of the management team as directed by verbal or written instruction.
• Prepare background documentation and research for reports.
• Maintain donor database information to ensure all donations and receipts are logged in Raiser’s Edge and correspondence is sent out in a timely fashion.
• Process credit cards and pre-authorized debits for the Channel of Hope campaign.
• Process Charitable Tax Receipts and understand the CRA requirements and guidelines for their issuance.
• Process thank-you letters for all financial and food donations.
• Maintain donor files; to include filing of all acknowledgements and correspondence with donors and ensuring incoming communications regarding special requests or concerns are documented and filed.
• Ensure the accuracy and completeness of donor records: to include researching addresses when mail has been returned, calling donors for contact information when cheques are received without a forwarding address or name, etc.
• Assist with special projects including production of the direct mail piece – responsible for preparing any inserts, mail-merging the letter with addresses, ensuring envelopes are stuffed with the corresponding letters, etc.

Requirements

• Working towards or has obtained a post-secondary degree or diploma in the field of Administration or an acceptable combination of education and progressively responsible experience.
• Excellent written and verbal skills and comprehension
• Excellent attention to detail and accuracy with superior proofreading skills
• Excellent time management and organization skills with the ability to multi-task
• Excellent problem-solving skills
• Able to work efficiently as a part of a team as well as independently
• Able to maintain a high level of confidentiality
• Computer literacy, including effective working skills of MS Word, Excel, and email required
• Able to write and format moderately complex correspondence, including memos, letters, etc.
• Superior telephone manners and strong interpersonal skills.

Eligibility

All applicants must meet eligibility requirements for the Canada Summer Jobs Program:

• be between 15 and 30 years of age at the start of the employment;
• be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment; and
• have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.

To Apply

Please email your cover letter and resume as a single Word or PDF document to [email protected].  Please use the following subject line in your email: YOUR NAME – Administrative Assistant.

Hamilton Food Share is an equal opportunity employer and encourages applications from all qualified candidates including but not limited to visible minorities/racialized youth.

While we thank all candidates for their interest, only those selected for an interview will be contacted.