Administrative Assistant – Scientists in School

Reporting to: Director of Programs

Location: Ajax Office, 92 Church Street S., Suite 103

Position Classification: Permanent, Full time 5 days (37 . hrs/week, year round position)

Application deadline: May 6, 2015

Start Date: as soon as possible

Qualified applicants are invited to submit a cover letter and résumé to We thank all candidates for their interest. Only those selected for an interview will be contacted. 

Position Summary:

We are seeking an efficient customer service oriented Administrative Assistant to join our team at our Ajax office. This position requires senior administrative experience, professional judgment and initiative. The Administrative Assistant will provide a range of senior level administrative services for the Director of Programs, while supporting the East Central Ontario team.

This is a busy, fast-paced environment that requires you to juggle multiple priorities.

Responsibilities include:

Provides senior level administrative support to the Director of Programs, including managing the flow of information to and from the Director, her calendar, file maintenance and meeting arrangements

Provides excellent customer service support to workshop presenters, schools and other partners

Demonstrates a sound knowledge of operational procedures and workshop topics (gained through visiting classroom workshops)

Prepares special project materials, briefings, conducts research and drafts correspondence

Supports the East Central Ontario team in their day-to-day activities, including managing student and teacher materials and school mailings

Coordinates projects, training sessions and special events

Responsible for purchasing supplies and refreshments for office, meetings and special events

Inputs data, generates reports and monitors data integrity using Microsoft Dynamic Great Plains

Ongoing management of WHMIS, Vulnerable Sector Screening and other organizational records

Works proactively to maintain a safe work environment

Contributes to special projects and initiatives as needed


Three to five years of administrative experience combined with a college diploma or university degree

Superior computer skills, including solid experience with MS Word, Excel, PowerPoint, Publisher & Outlook and databases

Excellent interpersonal and customer service skills

Excellent organizational, planning and time management skills with attention to detail and deadlines

Demonstrated capacity to think critically, problem solve and prioritize

Proven ability to establish excellent relationship with senior management and other staff and operate in a collaborative, team-oriented approach

Strong writing skills

Ability to handle confidential materials in a sensible and professional way

Demonstrated capacity to work independently and solve problems, yet at the same time work collaboratively with others in a team situation

Additional Requirements:

Use of personal vehicle for weekly errands within community to purchase supplies

The successful candidate will be required to provide a Satisfactory Police Records Check for the vulnerable sector.

Filed under: Great Jobs for Moms

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