Administrative Assistant

The Administrative Assistant provides essential administrative and reception support to Open Arms' leadership and operations. This role is central to ensuring smooth day-to-day office functioning and effective coordination of administrative systems, logistics, and front-line reception activities. The Administrative Assistant manages a wide range of administrative tasks, supports leadership with scheduling and coordination, assists with donor and volunteer logistics, and serves as a key point of contact for visitors and callers.

This position requires professionalism, strong organizational and communication skills, and the ability to maintain confidentiality and appropriate boundaries in a dynamic, client-facing environment.

Administrative and Office Support Oversight

• Support efficient day-to-day office operations and administrative systems.
• Maintain organized and accurate records in digital and paper formats.
• Coordinate office logistics, supplies, and communications.
• Work respectfully within a shared space, maintaining confidentiality and professional boundaries at all times.

Duties are grouped below by key areas of practice to clarify expectations and support consistent service delivery.
Administrative Support

• Enter, track, and maintain administrative data in relevant systems.
• Manage filing systems (digital and physical) to ensure records are accurate, organized, and up to date.
• Coordinate with vendors, service providers, and contractors as needed.
• Oversee incoming and outgoing mail, courier services, and deliveries.
• Maintain office inventory and place orders for supplies and equipment.

Executive and Leadership Support

• Provide scheduling, calendar management, and meeting coordination support to senior leadership.
• Prepare meeting agendas, take minutes, and track action items, as needed.
• Assist with planning and coordination of staff meetings, organizational events, and donor or community activities.

Reception and Front-Line Coordination

• Serve as the first point of contact for in-person visitors and incoming calls.
• Greet donors and coordinate the pickup or delivery of donations.
• Assist with coordination and scheduling of volunteers.
• Communicate professionally and respectfully with clients, donors, volunteers, and community members, maintaining clear boundaries and confidentiality.

Other Duties

• Carry out additional administrative or reception duties as assigned to support organizational needs.

Required

• A combination of education and experience related to administrative support, office administration, or customer service.
• Experience preparing meeting minutes and maintaining accurate administrative records.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook) and comfort learning new software systems.
• Strong organizational skills and attention to detail.
• Clear Criminal Record Check and Vulnerable Sector Check required prior to employment.

Assets

• Diploma or certificate in Office Administration.
• Knowledge of issues related to poverty, homelessness, or housing instability.
• Previous experience working in a non-profit or community-based organization.

Physical Requirements

• Ability to work primarily in an office environment.
• Ability to sit or stand for extended periods of time.
• Ability to lift up to approximately 20 lbs

Open Arms is a dynamic and growing nonprofit organization whose mission is to create lasting, positive change by addressing the root causes of homelessness and fostering a supportive environment for those in need. Open Arms is committed to treating every individual with dignity and respect, recognizing the inherent worth and unique journey of each person.

This position is located in an office. Hours of work are typically 8:30 am to 4:30 pm, Monday to Friday, but may vary depending on operational needs.

Working at Open Arms Resource Centre offers meaningful work that makes a real difference in the lives of others, alongside the opportunity to help build programs and strengthen leadership in a supportive, community-focused environment. Employees benefit from a comprehensive group health plan, paid vacation, and professional development opportunities.

All applicants must be legally authorized to work in Canada and will be required to submit police record and vulnerable sector checks as a condition of employment.