Administrative Assistant - Canada Summer Jobs (10 - 12 Week Contract)

About HIEC

HIEC is an innovative not-for-profit social enterprise that focuses on partnership, mentorship and workforce development in Ontario. With over 30 years of experience as an active community-focused organization, HIEC aims to enhance career education and inspire youth to make informed career decisions. We offer a team environment that encourages innovative ideas and an entrepreneurial spirit.

Position Description
Were looking for a detail-oriented and organizedAdministrative Assistantto join our team this summer! In this role, youll support essential day-to-day operations by maintaining records, managing documents, coordinating office needs, and providing general administrative support. If you're a motivated individual who thrives in a fast-paced environment and takes pride in keeping things running smoothly, we would love to hear from you!

Summary
The Administrative Assistant will contribute to the efficiency and effectiveness of our operations by performing data management, document preparation, filing, scheduling, and front-desk support. This is an excellent opportunity to gain hands-on office administration experience while building professional communication, organization, and coordination skills within a supportive team environment.

This position is funded through the Canada Summer Jobs program. Candidates must:

• Be between 15 and 30 years of age at the start of the funded position.
• Be a Canadian Citizen, permanent resident, or someone to whom Refugee Status has been granted/conferred.
• Have a valid Social Insurance Number (SIN)
• Be available to work 35 hours/week over an 8-week period (May to August)

Key Responsibilities:

• Accurately enter, update, and maintain information in relevant databases, ensuring data integrity and confidentiality.
• Organize and maintain comprehensive physical and digital filing systems for easy retrieval of documents; regularly audit files for completeness and compliance with organizational standards.
• Assist in drafting, editing, and distributing correspondence, reports, and other documentation, maintaining version control and timely delivery of materials.
• Provide administrative support for meetings, including preparing agendas, taking detailed minutes, and following up on action items.
• Coordinate appointments, meeting logistics, and travel arrangements as needed.
• Scan and upload student survey responses into the PaperSurvey platform to support the Career Coaching project, ensuring accurate and timely data capture.
• Serve as a first point of contact for visitors and callers by providing professional and positive front-desk coverage when required; direct inquiries appropriately and ensure excellent customer service.
• Monitor and maintain office supplies and equipment, addressing inventory needs and supporting vendor relationships to streamline office operations.
• Contribute to special projects and provide backup support to the Executive Assistant/Office Coordinator as needed.

Qualifications to succeed:

• Currently enrolled in or recently graduated from a Business Administration, Office Administration, Communications, or related program.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with Google Workspace is an asset.
• Strong organizational skills with a high level of attention to detail and accuracy.
• Ability to manage multiple tasks, prioritize work, and meet deadlines in a busy environment.
• Strong written and verbal communication skills.
• Comfortable working with databases, filing systems, and basic office equipment.
• Previous administrative, customer service, or office experience is considered an asset, but not required.
• Must meet eligibility criteria for the Canada Summer Jobs Program (ages 1530 and legally entitled to work in Canada).

Key Competencies:

• Interest in working for a not-for-profit organization
• Attention to detail, ensuring accuracy and thoroughness across all administrative tasks.
• Strong organizational and time management skills.
• Professional communication, both written and verbal, with internal and external audiences.
• Adaptability and flexibility in supporting multiple projects and teams.
• Ability to work collaboratively and provide excellent service to colleagues, visitors, and stakeholders.
• Initiative and problem-solving skills to assist in streamlining administrative operations.

Working Conditions:

• Typical working hours are 8:30 am to 4:30 pm, Monday to Friday, with some requirements to work additional hours, occasionally during evenings and weekends. It may require some flexibility to support high-impact events and programs that run from time to time.
• Travel required within Ontario or Canada for presentations, partnership meetings, conferences, etc.
• Ability to lift and carry equipment and supplies up to 25 lbs.

This is an excellent opportunity for someone looking to gain practical experience in office administration and operations. If you are a motivated individual with strong organizational skills and a commitment to supporting team success, we would love to hear from you!

HIEC is committed to equity and creating a respectful and inclusive workplace culture that reflects the broad diversity of communities we work with. This includes people who identify as immigrants, refugees, women, Indigenous, Black, LGBTQ2S+ people of colour, and people with disabilities. Accommodations are available on request for qualified candidates during each stage of the recruitment process. Please note that candidates applying for Canadian job openings should be authorized to work in Canada.

As a condition of employment, HIEC requires individuals to be "fully vaccinated" (as defined by the Government of Ontario), against COVID-19 prior to commencing employment. Notwithstanding, HIEC will provide reasonable accommodation to any individual who is not able to comply with this vaccination requirement due to a disability or other ground protected by the Ontario 'Human Rights Code'. If you require such accommodation, please contact HR as soon as possible at (905) 634-2575 ext. 107 or [email protected]