Administrative Assistant

POSITION TYPE  PERMANENT, FULL-TIME, 37.5 HOURS/WEEK

POSITION SUMMARY

The Administrative Assistant plays a pivotal role in supporting the Executive Office by providing high-level administrative and project coordination services. Working closely with the Co-Executive Directors, Executive Assistant, and Human Resources team, this position ensures the smooth operation of executive functions while handling sensitive and confidential information with professionalism and discretion.

In addition to supporting executive leadership, the Administrative Assistant is responsible for administrative coordination related to student housing, including lease documentation, rent collection, maintenance requests, inspections, and tenant relations.

KEY RESPONSIBILITIES

Executive Administrative Support:

• Provide advanced administrative support to the Co-Executive Directors and Executive Office staff.
• Draft, format, and proofread executive correspondence, briefing notes, reports, and presentation materials.
• Manage scheduling, calendar coordination, and meeting logistics for executive-level engagements, including internal and external stakeholders.
• Support planning and delivery of organizational events, public relations activities, and executive-led initiatives.
• Maintain accurate records, databases, mailing lists, and electronic filing systems.
• Ensure timely processing of confidential information, correspondence, and document requests.
• Greet visitors and manage inquiries with professionalism and discretion, ensuring appropriate referrals.

Student Housing Administration:

• Prepare and process lease agreements, move-in/out documentation, and tenant files.
• Monitor rent payments, issue reminders, and maintain accurate records of transactions.
• Receive and track maintenance requests and coordinate timely response with facilities staff or service providers.
• Schedule and document unit inspections and ensure tenant files are kept up to date.
• Support effective tenant communication, resolve basic concerns, and escalate complex issues to appropriate personnel.
• Submission of all housing reports in a timely manner.

Project Coordination and Quality Assurance:

• Assist with project tracking, deadlines, and deliverables for executive and organizational initiatives.
• Review and support the development of policies, administrative procedures, and operational improvements.
• Ensure documentation and reporting standards are met and maintained across projects.
• Assist in preparing content for proposals, reports, and funding submissions.

QUALIFICATIONS AND SKILLS

• Administrative Certificate or Diploma, combined with a minimum of 3 years’ experience in an executive or senior-level administrative role.
• Demonstrated experience handling confidential matters with discretion.
• Proficiency with Microsoft Office Suite:
  • MS Word and Outlook – Advanced
  • Excel – Advanced
  • PowerPoint – Basic
  • Database Management – Intermediate
• Exceptional verbal and written communication skills.
• Strong organizational and time management abilities, with proven capacity to manage multiple priorities and meet deadlines.
• High attention to detail and accuracy in documentation and reporting.
• Knowledge of lease administration, housing operations, or tenant relations considered an asset.
• Valid Class 5 Driver’s License required.

***Administrative Skills Testing is mandatory as part of the application process***

APPLICATION PROCESS

Please submit a resume and a cover letter in one of the following manners:

1. Email employerrep@abcentre.org
2. Visit www.netes.ca/jobs to apply online
3. Drop off in person to Reception at 304-181 Higgins Avenue

Neeginan Education, Training and Employment Services, Inc. (NETES) is committed to incorporating an Indigenous perspective across its services to support the Indigenous community. Preference will be given to Indigenous candidates (First Nation - Status, Non-status, Métis, or Inuit), especially those registered as NETES clients. Please self-declare Indigenous status in your cover letter.

We thank all applicants; only those selected for an interview will be contacted.