JOB SUMMARY
The Administrative Assistant reports directly to the Administrative Lead and provides high-level administrative, operational and executive support to ensure the efficient day-to-day operation of Kenhtè:ke Midwives. The Administrative Assistant is responsible for coordinating administrative processes, maintaining organizational records and systems, supporting Board and committee activities, assisting with financial and human resource administration, coordinating events and meetings, and contributing to the smooth operation of the practice. This role requires exceptional organizational skills, professionalism, initiative, discretion, and the ability to manage multiple priorities in a dynamic healthcare environment.
KEY ACCOUNTABILITY AREAS:
EXECUTIVE & GOVERNANCE SUPPORT – APPROX 30%
● Provide direct executive administrative support to the Administrative Lead
● Coordinate calendars, meetings, appointments, travel arrangements and scheduling
● Prepare agendas, meeting packages, presentations and supporting documentation
● Record staff meeting minutes and monitor follow-up on action items
● Assist in the preparation of Board reports, briefing notes, funding reports and organizational documentation
● Support in the maintenance of governance records, policies, procedures and organizational files
● Prepare professional correspondence on behalf of the Administrative Lead
● Maintain strict confidentiality of sensitive organizational, personnel and client information
OFFICE ADMINISTRATION & OPERATIONS – APPROX 25%
● Serve as the first point of contact for clients, visitors, community partners and external stakeholders
● Answer and direct telephone calls, emails and general inquiries
● Coordinate office operations to ensure efficient daily workflow
● Maintain office, medical and program supply inventories and coordinate procurement
● Coordinate building maintenance, equipment servicing and vendor relationships
● Assist with information technology requests and coordinate service providers as required
● Maintain filing systems, records management and organizational documentation
● Prepare forms, templates and administrative resources
● Coordinate incoming and outgoing mail, deliveries and courier services
HUMAN RESOURCES & FINANCIAL ADMINISTRATION – APPROX 20%
HUMAN RESOURCES
● Assist with maintaining confidential personnel files and employment records
● Assist with tracking employee certifications, mandatory training and professional memberships
● Assist with payroll preparation and employee leave tracking
● Assist with coordinating staff meetings, professional development opportunities and mandatory training
FINANCIAL ADMINISTRATION
● Process invoices, expense claims and purchase requests
● Maintain corporate credit card records and supporting documentation
● Assist with financial record keeping and audit preparation
● Compile supporting documentation for funding reports and financial reporting
● Maintain organized financial and administrative filing systems
COMMUNICATIONS, COMMUNITY RELATIONS & EVENTS – APPROX 15%
● Respond to routine inquiries from clients, community members and partner organizations
● Maintain the organization’s website and social media platforms as directed
● Assist with the coordination and promotion of community education sessions, workshops and special events
● Coordinate registrations, venue bookings, catering and event logistics
● Assist with fundraising initiatives and community engagement activities
● Prepare promotional materials, newsletters and organizational communications
PROJECTS & ORGANIZATIONAL SUPPORT – APPROX 10%
● Assist with special projects and organizational initiatives as assigned
● Support the development and maintenance of organizational policies, procedures and templates
● Assist with grant application preparation and funding submissions
● Maintain organizational databases and tracking systems
● Identify opportunities to improve administrative processes and efficiencies
● Perform other related duties as assigned
SKILLS & QUALIFICATIONS
SKILLS REQUIRED
● Exceptional organizational and time management skills
● Excellent written and verbal communication skills
● Strong attention to detail and accuracy
● Ability to manage multiple priorities and meet competing deadlines
● Ability to exercise sound judgment, discretion and professionalism
● Demonstrated ability to maintain confidentiality
● Strong interpersonal and relationship-building skills
● Excellent customer service skills with a welcoming and respectful approach
● Ability to work independently while contributing positively within a collaborative team environment
● Strong problem-solving and critical-thinking abilities
● Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and virtual meeting platforms
● Ability to adapt to changing priorities within a fast-paced healthcare environment
● Commitment to culturally safe, respectful and client-centred service delivery
MINIMUM QUALIFICATION
● Ontario Secondary School Diploma (OSSD) or equivalent
● Post-secondary education in Office Administration, Business Administration, Health Administration or a related field is preferred.
● Minimum three (3) years of progressively responsible administrative experience
● Demonstrated proficiency in Microsoft Office Suite and Jane App
● Experience coordinating meetings, preparing reports and maintaining confidential records
● Valid Ontario Class G Driver's Licence and reliable access to a vehicle
● Satisfactory Criminal Record and Vulnerable Sector Check
● Current CPR Level C and Standard First Aid Certification, or willingness to obtain
PREFERRED QUALIFICATIONS
● Experience supporting senior leadership or executive management
● Experience working within a First Nations, Indigenous or community-based organization
● Experience with financial administration, bookkeeping or payroll preparation
● Experience supporting Boards of Directors or governance processes
● Experience coordinating events, workshops or community programming
● Knowledge of Indigenous health services, midwifery or maternal-child health is considered an asset
● Given the nature and location of this work, preference may be given to qualified Indigenous candidates in accordance with section 24(1)(a) of the Ontario Human Rights Code
Pay: $62,000.00 per year
Work Location: In person
