Bridging People and Possibilities  |  A Service of  Tyndale University College & Seminary

Administrative Assistant (Fixed Term)

Administrative Assistant (Fixed Term)

Company: The Mustard Seed
Location/Address:
181 Victoria Street
Kamloops, British Columbia , V2C 1A5

Position Description

The Mustard Seed is a Christian humanitarian organization whose vision is to build community, grow hope and support change. Intentionally following Jesus Christ and partnering with the community, The Mustard Seed combats the root causes of poverty in Alberta and British Columbia and works to create positive, lasting change in the lives of those we serve. The Mustard Seed provides basic services— food, clothing and housing, and support services—education and employment, to those living in poverty within Alberta and British Columbia.

Position Summary

The Administrative Assistant will work closely with the Managing Director and the Community Development Coordinator in Kamloops. This position may be the first point of contact for callers, guests, and visitors to The Mustard Seed. This position is fast paced and the candidate must be able to perform multiple tasks simultaneously while still maintaining a compassionate and professional approach with all stakeholders.  Answering incoming phone calls and inquiries from guests and volunteers is primary to this role, as is working closely with The Mustard Seed guests by encouraging them in their journey and connecting them with the appropriate resources. In addition to providing overall reception support, this role will support several key aspects of the administrative needs of the Managing Director – Kamloops.

Reporting to the Managing Director, Kamloops, the Administrative Assistant role plays an integral part in supporting the effective and efficient support to the Managing Director and Community Development Coordinator. This is accomplished by providing an executive assistance and effective communication with all functional service and operational areas.

Major Duties and Responsibilities

  • Welcome all visitors who contact The Mustard Seed by phone, in person or email in a professional manner
  • Ensure that Community Participants, donors, volunteers and visitors have a positive first impression and are directed to the appropriate person
  • Provide administrative support to the Managing Director and Community Development Coordinator, Kamloops which includes but is not limited to:
    • Maintain an overall awareness of the Director’s business needs and activities
    • Prepare daily portfolios containing schedules, support materials, documents for approval or signature
    • Screen, redirect, and respond to phone calls in a professional manner
    • Process mail and email correspondences
    • Coordinate travel arrangements
    • Draft and prepare reports, correspondences, and communications
    • Prepare presentations using PowerPoint or other presentation software
    • Review and reconcile expense reports, corporate credit card statements, and invoices
  • Maintain inventory of office, stationery and printer supplies,
  • Ensure that office equipment and office systems, including telephone systems, fax machines and photocopiers are operating efficiently and to call service specialists as required,
  • Maintain accurate data collection, and records of local contracts with vendors and funders
  • Assist in compilation and preparation of monthly reporting to Central Services
  • Assist in budget preparation, coordinate reconciliation of Thrift Store and Dental clinic deposits and invoices with Central Services
  • Assist Managing Director and Community Development Coordinator expense reconciliation.
  • Collect and compile data around: homelessness, community needs, social needs, agencies, government grants, foundation grants, program and social enterprises to support community engagement, fund development and the director for communication and fund raising
  • Provide Central Services with support for financial tasks (e.g. donation processing, invoicing, reconciling, etc.)
  • Maintain a clean, organized and welcoming reception area and office space
  • Support HR Business Partner – Central Services as requested

Minimum Qualifications and Skills

  • Post-Secondary education in administrative assistance or equivalent combination of experience, education and training
  • Strong working knowledge of Microsoft Office Programs (i.e., Word, Outlook, Excel, etc.) and human resources information systems
  • Meticulous attention to detail, ability to prioritize and strong time management skills
  • Ability to work in a team environment and interact effectively with staff at all levels
  • Excellent customer service skills
  • Integrity, discretion and judgment with tact and diplomacy on confidential matters
  • Excellent verbal and written communication skills with an understanding of confidentiality and protocol is essential
  • Strong organizational skills with effective multi-tasking skills
  • Ability to work in a team environment and interact effectively with staff at all levels
  • Prior experience with human information systems and/or SharePoint is an asset
  • Valid driver’s license and access to a reliable vehicle

Other Information

  • This is a fixed-term, full-time position working Monday to Friday from 8 am to 4:30 pm to provide coverage for a maternity leave
  • Office Setting, extended computer use, sitting, reaching, standing, minimal lifting, walking,
  • Mental effort: moderate, periods of high volume workload
  • Fast paced and demanding work environment
  • Occasional weekend or evening work may be required
  • Occasional use of a personal vehicle may be required, and will be compensated
  • Employment Security Check is required
  • As The Mustard Seed is a Christian ministry, we require our employees to be in agreement and to sign our statement of faith
  • Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer
  • We are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status

Start date: once a suitable candidate is found

Apply online using our Position Application Form on our Careers page.

Privacy Policy: The Mustard Seed follows the principles of privacy therefore the privacy policy will be adhered to. We thank all candidates for their interest, however, only those candidates selected for an interview will be contacted.  The Mustard Seed reserves the right to amend job advertisements. No phone calls please.

Posted: July 25, 2019 | Expires: September 30, 2019
Posted Under: Miscellaneous
Career ID: [ 7142 ]