Administrative Assistant- Christmas Toy Program - Aactp102924 (4 positions)

To provide administrative and project support for the Christmas Toy Program

1. Administrative
• Provides administrative support to the Community Program Coordinator and Assistant Program Coordinator and acts in his/her absence with respect to administrative functions
• Maintains a safe and collegial office/work area

. Maintains program database content
• Maintains and distributes program information (e.g. Angel Giving Tree Tags) and donations

2. Reception
• Communicate with clients via phone or email regarding appointments and registration
• Performs general office duties such as answering the telephone, taking messages, responding to and directing inquiries, organizing and maintaining office files and records
• Distributes materials as required and sends/receives fax/email material as required
• Resolves routine inquiries
• May fill in for the Receptionist in his/her absence

3. Program responsibilities:
• As delegated by Community Program Coordinator, assists in warehouse, distribution locations as required and may assist with volunteers (filling hampers/auditing hamper content/guide process
and flow of hampers etc.}
• As delegated by Community Program Coordinator, coordinates with the Community Engagement Coordinator with regards to the Angel Tags project by distributing information
packages, receiving and processing Angel Tag applications, sorting and preparing Angel Tags for mail out and delivery, arranging mail out and delivery with Centre of Hope and Christmas Program Driver, and coordinating toy donation pickup/ drop-off
• Maintains logs of inventory of toys
• Participates in end-of-season debrief.

• High school diploma, or
• Specialized courses of up to six (6) months from a Business College, or equivalent is an asset,
• Police Information

Experience and Skilled Knowledge Requirements

• At least one year of administrative assistant
• Proficient in Microsoft Office Suite (Word, Excel, Outlook and Teams)

• Highly organized and motivated self-starter with the ability to prioritize and work under pressure.
• Client focused
• Able to work independently with minimal guidance
• Able to problem solve and collaborate to complete tasks
• Capable of multitasking and moving quickly and consistently; able to perform under tight deadlines.
• Must have a clear and professional phone manner
• Displays a positive outlook and enjoys working within a team