Administrative Assistant – Front Desk

About the role

The Administrative Assistant, Front Desk provides a welcoming environment for DIVERSEcity clients and delivers a range of administrative and clerical support in an office setting. This temporary, full‑time position is union‑represented and involves both front‑desk duties and broader office tasks.

Key responsibilities

• Answer calls on a busy switchboard and redirect them appropriately.
• Respond to client inquiries via email and online platforms.
• Greet visitors, direct enquiries to staff or partner agencies, and monitor the waiting area for safety concerns.
• Maintain up‑to‑date knowledge of DIVERSEcity programs to provide accurate information.
• Oversee volunteers and practicum students assigned to the front desk.
• Manage staff and visitor sign‑in/out, ensuring awareness of staff whereabouts.
• Keep the facility welcoming, stock brochure racks, update bulletin boards, and maintain a safe atmosphere.
• Open and close the facility, perform photocopying, scanning, faxing, and handle mail services.
• Monitor and purchase office supplies, conduct data entry, and archive documents.
• Support departmental events and training by scheduling meetings, creating materials, and tracking attendance.

Required profile

• Completion of Grade 12 and up to one year of business or office administration training.
• Minimum three years of experience in an office environment, or an equivalent mix of education and experience.
• Excellent written and oral English communication skills.
• Computer and internet proficiency, including Microsoft Office, iCare, and other databases.
• Typing speed of at least 50 words per minute.
• Experience in funded programs or non‑profit settings is preferred.
• Second language ability is an asset.
• Ability to work both independently and collaboratively in a dynamic team.
• Successful criminal record check.

Required skills

• Microsoft Office suite.
• iCare software.
• General database management.