Administrative Assistant (Term)

Eastman Immigrant Services

Steinbach, MB

Closing Date - December 8, 2023

Posted 3 months ago

Job Details

Salary

$16–$18 an hour

Job Type

Term

Minimum English Level

3-Intermediate

4-Advanced

5-Proficient/Fluent

Job Description

Term Position – January – July 31, 2024
Based on 37.5 hours/week
(9 hours/week for Chamber; 28.5 hours/week for EIS)

Reports to EIS Program Director

Qualifications:

  • Experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant
  • Knowledge of office management systems and procedures
  • Experience working with office equipment, including computers, printers, etc.
  • Proficiency in Microsoft Office (Excel, PowerPoint and Teams in particular)
  • Excellent time management skills and ability to prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task
  • High School degree; additional qualification as Administrative Assistant or Secretary is a plus
  • Works well under direction as well as independently
  • Non-profit experience an asset

Chamber/EIS Responsibilities:

Reception Duties

  • Greet and direct clients accordingly
  • Answer and transfer Teams phone calls/relay messages
  • Monitor traffic flow and schedule appointments
  • Mail duties (pick up/drop off)
  • Manage Calendar (staff appointments, birthdays, holidays, Chamber/EIS events, etc.)
  • Clean and tidy front/reception area as needed
  • Print and update posters in English and French for office display

Administration

  • Provide written monthly summary of activities, observations, trends, successes and challenges to Program Director
  • Provide feedback on potential future programs and services
  • Undertake or coordinate specific tasks relative to minor office maintenance

Community Liaison

  • Direct clients to translation and interpretation services
  • Network with community organizations and representatives to ensure continuous development and maintenance of partnerships
  • Attend immigrant community events and other community events when appropriate
  • Identify community educational opportunities EIS could facilitate as identified by immigrant communities or the local community
  • Stay informed on Chamber activities

Resource Coordination:

  • Ensure EIS resource area is properly maintained and organized
  • Order materials for the resource center as needed (purchase, pickup/delivery)
  • Ensure office/kitchen/boardroom is maintained and organized
  • Identify materials needed for office/kitchen/boardroom (purchase, pickup/delivery)
  • Ensure that EIS/Chamber bulletin board is current

*Other tasks as assigned

 

Job Types: Full-time, Fixed term contract

Salary: $16.00-$18.00 per hour

Flexible Language Requirement:

  • French not required

Schedule:

  • Day shift
  • Monday to Friday

Ability to commute/relocate:

  • Steinbach, MB R5G 0R5: reliably commute or plan to relocate before starting work (required)

Education:

  • Secondary School (preferred)

Experience:

  • Front desk: 1 year (preferred)
  • Administrative experience: 1 year (required)

 

Work Location: In person