Office Assistant

Our employer partner is a Non-Profit organization and currently looking to add an experienced Office Assistant to their team!

Job Overview:

The Office Assistant provides administrative and clerical support to program management and staff while assisting with daily office operations and client services. The role involves responding to client inquiries, coordinating registrations and appointments, maintaining accurate records, preparing reports, and supporting the delivery of in-person and virtual programs. The position also ensures the smooth organization of office resources, communications, and administrative processes.

Key Responsibilities:

• Provide administrative and secretarial support to program managers and team members.

• Respond to client inquiries in person, by telephone, email, and through virtual meeting platforms regarding available programs and services.

• Coordinate client intake, registration, and assessment processes.

• Enter, update, and maintain accurate client information in relevant databases and information management systems.

• Liaise with language assessment centres and program staff to coordinate client assessments, placements, and information collection.

• Compile, verify, correct, and prepare statistical and narrative reports.

• Prepare client correspondence, letters, and certificates of program completion.

• Assist with organizing and scheduling guest speaker presentations, meetings, and program activities, both virtually and in person.

• Prepare meeting agendas, distribute relevant materials, and record meeting minutes.

• Maintain and verify petty cash records and monthly course deposit statements.

• Order and monitor office and program supplies.

• Organize and maintain operational files, program materials, and office inventory.

• Assist new clients with accessing virtual meeting platforms to participate in online classes.

• Prepare and distribute promotional and outreach materials.

• Perform other administrative and clerical duties as required.

Qualifications:

• High school diploma or equivalent, with at least one year of relevant office experience.

• Ability to work independently with minimal supervision using computers, telephones, and internet-based systems.

• Experience using virtual meeting platforms, particularly Microsoft Teams.

• Proficiency in Microsoft Office applications, including Word, Excel, Publisher, and Outlook, as well as internet browsing.

• Strong written and verbal communication skills.

• Typing speed of at least 40 words per minute.

• Good understanding of general office procedures and administrative practices.

• Ability to manage deadlines and complete assigned tasks accurately and promptly.

• Strong teamwork and interpersonal skills.

• Excellent customer service skills and sensitivity to the educational needs and circumstances of newcomers.

• Knowledge of a second language is considered an asset.

• Familiarity with iCARE, CIS, or CLARS databases and systems is considered an asset.

We thank all applicants interested in this opportunity; however, please note that only selected candidates will be contacted regarding next steps.

Recruitment Transparency & Compliance Statement

Jumpstart Refugee Talent advertises Ontario-based employment opportunities in alignment with the Employment Standards Act (ESA) job posting requirements effective January 1, 2026.

As a third-party sourcing organization, Jumpstart reviews publicly advertised postings to support compliance with applicable requirements, including:

• Review of compensation disclosures

• Prohibition on “Canadian experience” requirements

• Disclosure of artificial intelligence use (where applicable)

• Maintenance of posting records for compliance purposes

• Procedures to identify and address potentially fraudulent or misleading job postings

Jumpstart does not conduct hiring or make employment decisions. Employers remain responsible for final recruitment processes and employment determinations.