Administrative Assistant (Temporary Contract Position)

We require candidate to fulfill the position of a Temporary Contract who will support the Leadership Team to Embrave: Agency to End Violence. Embrave: Agency to End Violence is a non-profit organization that provides shelter, counselling, and advocacy supports for women, Two-Spirit, genderqueer, trans and non-binary folks, and their children impacted by gender-based violence. We amplify the voices of survivors, educate the community, and inspire systemic change to create a society free of violence.

The Administrative Assistant is responsible for supporting the work of the agency through the provision of administrative support as required.

The Administrative Assistant ensures that all visitors and callers to Embrave receive excellent and timely support and information.  

What to Expect in the Administrative Assistant Role:

Reception

• Respond to telephone requests for information and assistance and direct calls to appropriate employees.
• Greet visitors to the agency and request appropriate sign-in and direct visitors to appropriate employee.
• Receive and sign for deliveries.
• Respond to donor inquiries as needed.

Administration

• Develop and assist in maintenance of filing systems, scanning documents, organizing them digitally and implementing an electronic filing system for storage and retrieval.
• Understand and work according to agency Health and Safety guidelines
• Manage incoming and outgoing mail & correspondence
• Organize and maintain Admin office space, order and maintain office supplies
• Prepare meeting packages, meeting rooms and arrange for refreshments as requested
• Prepare hiring packages
• Produce letters, memos and other correspondence as requested
• Provide assistance in the development of agency newsletters and mail-out
• Provide support re technical support, equipment to staff
• Complete call around for known shifts for both shelters 
• Prepare monthly shelter schedules
• Maintain the Organization Resource Information
• Assist with special projects and tasks as assigned.

Qualifications:

• Administrative post-secondary education, or equivalent in experience
• Excellent verbal and written communication skills 
• Excellent interpersonal skills
• Strong customer service orientation
• Ability to take initiative, to manage multiple tasks with established deadlines and work effectively within a team.  
• Strong organizational skills and ability to multi-task
• Proficiency in word-processing, excel and databases
• Some knowledge of women’s issues and anti-oppression
• A feminist, anti-racist and anti-oppression analysis of violence against women  
• Available for occasional evening and weekend work

Leadership Team and Organizational Support

• Assist in the coordination of, and participate in Staff Training Days, AGM and Fundraising events
• Provide administrative support to the management team as required including minute taking at Management Meetings as requested
• Support the ongoing improvement of Operations and administrative systems
• Participate on agency committees/events as requested
• Arrange for and maintain records of staff training and orientation for CPR/1^st Aid; CAS/VAW; CPI; etc as well as individual workshops etc.
• Prepare Person Needs Allowance for shelters as needed
• Record all donations received in the database, issue charitable donation tax receipts as requested
• Follow up on any issues related to technology including phones and computers
• Work in accordance with all agency policies and to support the mission, vision and values of the agency

Embrave is committed to the development of an organization that reflects the communities it serves. We actively encourage applications from members of groups with historical and/or current barriers to equity, including: 

• First Nations, Métis or Inuit peoples, and all other Indigenous peoples. 
• Members of groups that commonly experience discrimination due to race, ancestry, colour, religion, spiritual beliefs or place of origin. 
• Persons of marginalized sexual orientations. 
• Persons with visible or invisible disabilities. 
• Survivors of the psychiatric system/consumer survivors. 
• Two-Spirit, genderqueer, trans and non-binary people. 

To apply: Please forward a resume and customized cover letter in PDF format, subject line: Human Resources Manager to Embrave Agency to End Violence, at [email protected]. Please include why you’re the right person to help us succeed in our development and strategic objectives. Early submission is encouraged, as applications will be reviewed as they arrive.

No phone calls, please. We thank all applicants for applying however, only those selected for an interview will be contacted.

We will provide employment accommodation (i.e., an accessible location, technical aids, accommodation during the interview, rescheduling of interviews that fall on religious holidays, etc.) if we are advised of an applicant’s needs in advance of any part of the selection process.