CAREERS: The Next Generation is a unique, non-profit organization raising youth awareness of career options and helping students earn while they learn through internship. We partner with government, educators, communities, industry, parents, and students to introduce youth to rewarding careers and develop the skilled workers of the future.

We are excited to offer you the opportunity to become an integral part of our team as an Administrative Assistant. In this position, you will play a crucial role in advancing the mission and objectives of our non-profit organization. Are you skilled in juggling multiple tasks, equipped with stellar communication abilities, and can radiate a positive can-do attitude? If you genuinely derive satisfaction from meeting others' needs and pride yourself on adaptability, politeness, and attentiveness, we want to hear from you! Join our team of outstanding professionals where your contributions are highly esteemed, and where each day promises a dynamic, collaborative office environment. If this resonates with you, this position could be your perfect fit!

The Administrative Assistant plays a pivotal role as the ambassador of first impressions at CAREERS. Your duties extend beyond simply greeting visitors; you will be instrumental in conveying the organization's mission and significance to all who interact with it.

Primary Responsibilities

Reporting to the Executive Assistant, you are responsible for reception and general office administration including support for multiple departments in the following areas:

• Provide professional, friendly, and supportive on-site reception for the Edmonton Office daily (5 Days a week – Mon to Fri – 8:00am to 4:30pm. This is not a remote or hybrid position)

• Answer phone calls/emails and relay messages to team members
• Manage incoming and outgoing mail
• Maintain document management systems for the organization (paper and electronic)
• Assist with generating documents, correspondence, presentations, promotional packages etc.
• Update and maintain organizational manuals, policies, and procedures
• Coordinate travel and accommodations for Directors
• Technical support of virtual meetings and maintenance of boardroom equipment
• Ensure office equipment is properly maintained (photocopiers, phone system, kitchen equipment, etc.)
• Maintain inventory of office supplies, computer peripherals, and kitchen and bathroom items
• Ensure all areas of the office are clean, organized, and well maintained
• Assist with onboarding new Team Members
• Support other departments
• Run errands for office supplies, mailouts, events, meetings etc.
• Mailing of documents/packages and occasional large-scale mailouts
• Support planning & logistics for meetings & events
• Coordinate Team Members booking of office spaces & promotional material
• Keep meeting minutes, as required
• Ad hoc tasks as needed

Skills and Qualifications

• Tech Savvy and comfortable working with new technology and/or databases
• Excellent Microsoft Office skills
• A desire to provide support and assistance to team members and clients in a positive manner
• Desire to be proactive and demonstrate initiative with a can-do attitude
• A high level of accuracy and attention to detail is imperative
• Highly developed communication (written and verbal) and listening skills to gain an understanding of team/stakeholder needs
• Able to maintain a high degree of confidentiality and professional discretion/maturity
• Able to manage multiple priorities with strong time management skills
• Knowledge of Salesforce, Ring Central/VOIP phone, Bamboo, and SharePoint considered an asset
• 2-5 years of experience in a related role
• Certificate/Diploma in Office Administration or related field considered an asset
• Satisfactory criminal and child welfare checks are required

What you can expect from us:

• Fun work environment that is dynamic, supportive, and rewarding
• Opportunity to work with and learn from a diverse group of people with amazing skills
• Training and development opportunities – we care about your professional growth!
• Having job satisfaction knowing that your role is crucial to our organizational success and your hard work is highly valued
• A full training schedule and support during onboarding – We will not throw you into the role with no help!

This opportunity is open until a suitable candidate is found. We thank all applicants for their interest in this position, however, only those selected for an interview will be contacted.