As an administrative assistant, your mission is to support the team with administrative activities. Under the responsibility of the director, your role is to carry out administrative tasks. The areas of work are varied. The administrative assistant ensures follow-up on decisions made by their supervisor and takes appropriate actions to ensure their implementation.
Assist the director and department head with managing all documents to be completed according to requests or ongoing projects;
Welcome new members, prepare physical and digital files for new employees, and participate in their onboarding by forwarding duly completed documents to Human Resources;
Manage office supply orders and ensure that equipment is functioning properly, following up with IT and maintenance services as needed;
Collaborate with the admissions department to support residents with their files, such as financial assistance, change or proof of address, and tax declarations;
Maintain and update the check book, petty cash, bank deposits, and secure filing systems;
Keep residents’ account statements up to date regarding authorized transactions, such as medical expenses and rent-related invoices;
Organize information sessions for residents on spending rules and reimbursements during their stay, and assist them in structuring their personal finances;
Collaborate with the reintegration department on applications from residents wishing to move into Portage supervised apartments;
Assist in the creation of monthly schedules for clinical teams (day, evening, and night shifts);
Manage incoming and outgoing mail, both internal and external;
Manage access cards and keys for staff;
Sort and file the fax inbox;
Related tasks: Perform any other tasks as requested by the immediate supervisor.
College degree (DEC) in a related field or university degree in addiction (or in the process of completing it)
Minimum 2 years of experience in a similar position
Experience with a clientele with substance use disorders in a community setting or therapeutic community
Experience in intervention and crisis management
Bilingual: French and English(asset)
Very good knowledge of the Microsoft Office suite;
Skills in interpersonal relationships and teamwork
Courtesy and discretion.
Job Type: permanent, full-time, 35 hours per week
Schedule: day shift, Monday to Friday – 9am to 5pm
Salary: to be discussed according to experience
Benefits: 4 weeks of vacation per year, Group Insurance, SIPP/Simplified pension plan employer contribution, 13 statutory Holidays per year, accumulation of 7 sick days per year, EAP, and more
Other benefits: On-site parking, training program, virtual healthcare services, work-family balance, referral bonus and more
"*" indicates required fields
