Administrative Assistant

JOB DESCRIPTION

Position:                     Administrative Assistant, Care Forward

Employment Status:  Part-Time Temporary (Contract until October 29, 2027)

Reporting to:              Manager, Career & Newcomer Services

Start date:                  November 16, 2026

Hours:                        17.5 hours/week. Schedule TBD.

Location:                    Hybrid, 2 days in office per week at Mississauga [Sussex]; travel within GTA may be required

SUMMARY

The Care Forward Project is a one-year project funded by Skills Advance Ontario that supports 48 individuals with training and employment as a Personal Support Worker (PSW) in Ontario.  The program specifically supports jobseekers receiving EI and those impacted by tariffs and broader economic shifts.  The project, in partnership with SE Career College of Health (SECCH), will support clients with labour market integration through individualized support and coaching, wraparound supports, job matching, and retention services.

The Administrative Assistant, reporting to the Manager, Career & Newcomer Services, will provide outstanding customer service and general administrative support to the Care Forward Project.  This includes registration, information, and referral assistance to prospective participants to ensure the smooth day-to-day operations of the project. The Administrative Assistant will also support in the collection and collation of data and statistics for internal and external reporting.  In addition, the Administrative Assistant will assist in tasks related to marketing and outreach activities, such as assisting in the social media plan, marketing, and community outreach to service providers.

DUTIES AND RESPONSIBILITIES:

• Provide frontline assistance and handle day-to-day correspondence with participants, prospective participants, community partners, and project partners
• Respond to email and voicemail messages and inquiries, providing project information in a friendly and welcoming manner
• Administer the project registration process including adding participants to EOIS-CaMS and CRM, ensuring the utmost confidentiality
• Assist the Manager and project staff with the development and implementation of a robust promotion/outreach plan to target relevant community partners
• Support in the scheduling, planning, and evaluation of presentations, focus groups, and workshops with community partners and employers
• Book and record virtual meetings via Zoom and other virtual platforms, including the organization and maintenance of meeting-related files  
• Assist with program review and evaluation by using a variety of tools and methods
• Gather data, conduct periodic review of the project activities and impact by soliciting participants and key partners’ feedback
• Assist with administrative tasks such as tracking workshop attendance and resources distributed, as well as community organizations supported
• Provide a monthly update report to Manager; generate reports as needed
• Maintain positive and clear communication with other team members to facilitate teamwork, successful target management and customer service
• Perform other related duties, as required and as assigned

QUALIFICATIONS:

• Completion of a post-secondary University Degree or College Diploma in a related field, such as business, administration, or social services
• A minimum of 1-2 years’ experience working in an Admin role within the non-profit sector
• Proficiency with Windows, Microsoft Office applications (MS Word, Teams, SharePoint, Excel, PowerPoint, Outlook), Internet, and online meeting tools such as Zoom
• Demonstrated diplomacy, interpersonal communication skills, cultural sensitivity, problem solving and organizational skills
• Demonstrated ability to handle various competing demands with attention to detail, while being committed to the highest level of client service delivery and confidentiality
• Knowledge of relevant community resources and partners in the Greater Toronto Area to address the needs of participants
• Experience preparing promotional materials and implementing outreach strategies
• Experience with various administrative tasks such as data entry, tracking, stats collection, and report writing
• Able to stay organized in a fast-paced teamwork focused environment  

Salary rate: $24,951

This is a current vacancy. Please note that we use AI tools in our application screening process.  All hiring decisions involve human review.