We are looking for a detail-oriented Administrative Assistant to support a non-profit organization in Toronto, Ontario on a Contract basis. This position plays an important role in coordinating cookie order administration, maintaining accurate records, and supporting communication with volunteers, families, and internal stakeholders. The successful candidate will help keep order cycles, distribution activities, and related administrative tasks organized and running smoothly.
Responsibilities:
- Coordinate communications related to order timelines, important deadlines, and key distribution milestones for cookie programs.
- Maintain and update receiver capacity and availability information to support effective planning and order allocation.
- Enter provincial order details into the designated ordering system and verify information for completeness and accuracy.
- Review submitted orders to identify duplicate entries, missing details, or other discrepancies and follow up as needed.
- Prepare status updates and summary reports for senior volunteers regarding orders, deliveries, and distribution progress.
- Create and update shipping, tracking, and distribution documents to support efficient program execution.
- Monitor cookie delivery activity, respond to issues during distribution, and help resolve order or shipment concerns.
- Organize monthly liaison meetings by preparing agendas, sending reminders, and tracking action items after each session.
- Respond to cookie-related inquiries, assist with event coordination, and provide administrative support for sales activities and council initiatives.
- At least 2 years of experience in an administrative support role.
- Strong written and verbal communication skills with the ability to respond professionally to a range of stakeholders.
- Proficiency with Microsoft Office 365, including advanced use of Excel and working knowledge of Word, Outlook, and PowerPoint.
- Demonstrated accuracy in data entry, record maintenance, and document preparation.
- Solid customer service skills, including experience handling inbound inquiries by phone and email.
- Effective problem-solving abilities and sound judgment when addressing order, payment, or distribution issues.
- Ability to manage multiple priorities, stay organized, and work independently in a fast-paced environment.
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