Office Administrator

Job Description: The ECDA’s Office Administrator position is an all-encompassing administrative role that will be responsible for providing administrative support to the Staff and Management team of the ECDA and ensure the efficient day-to-day operations of the office and various projects. As the first point of contact for all inquiries, the Office Administrator sets the tone for the relationship with all members and stakeholders. They will provide prompt, positive, professional, and reliable reception and administrative services to members, stakeholders, families, etc. The Office Administrator position is required to maintain confidentiality in all areas. Job Responsibilities: The Office Administrator position is responsible for filtering and attending to day-to-day functions as determined by the management team; the primary responsibilities are as follows: Perform general office related duties including filing, maintaining the space, as well as photocopying and printing as required. Perform reception duties during regular business hours (phone, email, and in-person); Assist the ECDA team with a wide range of inquiries and provide first point of contact service for general inquiries Coordinating with the Bookkeeper to support the accounting duties (primarily record keeping, preparing cheques, printing budget updates/financial statements, etc.); Coordinating goods and services contracts/orders (office supplies, tools/equipment, building maintenance, etc.); Pick-up and drop-off of supplies, letter mail and parcels, cheques, etc. as needed; Consulting with and providing recommendations to the Executive Director for changes related to the office operations (building, activities, policies, tools/supplies, etc.). Edit and proofread correspondence, invoices, reports and related materials. Manage excel sheets, prepare draft reports, and other administrative requirements for the management team. Coordinating with stakeholders to ensure smoother operations of the pension plan for the Early Learning and Child Care workforce Maintain various records and documents including organizational policies, and confidential files. Assist in monitoring and maintaining up-to-date records for all reporting staff members Other duties as required to support the improvement of operations and positive workplace culture; and Support management team as required at ECDA events (i.e.; professional development event supports such as conference(s), workshops, etc.). Assist in monitoring and maintaining up-to-date records for all reporting staff members Coordinate the ordering and tracking of supplies and equipment Assist with duties which include arranging and planning events Maintain staff directory, vacation calendars, general calendars, and phone tree Take meeting minutes as requested by staff liaison to committees and circulate for review. Other duties as determined and assigned by the management team.  

Required Skills
Qualifications: Language Requirement:  Written and oral fluency in English. Bilingual is considered an asset. Education and Experience Requirements: At least five (5) years of work experience as an Administrative Assistant, Office Assistant or Office Manager; and Completion of a post-secondary certification, diploma or degree program in Business Administration, Administrative Assistant, or Office Administration or equivalent additional years of work experience; or An equivalent combination work experience and/or education in a role/field relevant to this position; and Considerable work experience using the Microsoft Office Suite of products (Microsoft 365 including Teams, Excel, Word, Outlook, Powerpoint etc.) Strong interpersonal and customer service skills; Ability to build and maintain professional relationships with both Internal and External Stakeholders; Strong written, verbal, and non-verbal communication skills (English essential) and attention to detail; Ability to type quickly and accurately (min. 60wpm medium level difficulty); An advanced level of proficiency using Excel spreadsheets; Knowledge of office operations (building management, property maintenance, etc.); and Ability to manage (develop, implement, review, improve/update) office procedures and practices. Experience working within the Non-Profit Sector.

How to Apply
How to Apply: Please submit a cover letter, detailed résumé, and references no later than 12:00 p.m. (noon) on May 26th, 2025. Late submissions will not be considered. Only those applicants selected for an interview will be contacted.