We are looking for an Administrative Assistant to support a busy non-profit team in Toronto, Ontario through a Contract position focused on coordination, communication, and day-to-day administrative support. This role plays an important part in helping cookie order activities run smoothly by organizing information, monitoring timelines, and responding to inquiries from multiple stakeholders. The successful candidate will bring strong attention to detail, sound judgement, and the ability to manage competing priorities in a fast-paced environment.

Responsibilities:
• Coordinate communications related to ordering timelines, delivery stages, and important deadlines so stakeholders remain informed throughout the process.
• Maintain and update capacity and availability records for receiving locations to support effective planning and distribution.
• Enter provincial order information into the designated ordering system and verify submissions for completeness, accuracy, and duplicate entries.
• Prepare status updates and summary reports for senior volunteers to provide visibility into order progress and outstanding issues.
• Create and maintain shipping documents, tracking tools, and distribution templates that support organized delivery execution.
• Monitor cookie deliveries, investigate distribution concerns, and work with relevant contacts to resolve issues promptly.
• Organize monthly liaison meetings by preparing agendas, sending reminders, documenting follow-up items, and supporting next steps.
• Respond to cookie-related inquiries, assist with event coordination, and address sales concerns involving families, volunteers, and finance-related matters.
• Update sales location information, support council reporting needs, and provide additional administrative assistance as required.
• At least 2 years of experience in an administrative support role.
• Strong written and verbal communication skills with the ability to interact professionally with a range of stakeholders.
• Advanced proficiency with Microsoft Office applications, including Excel, Outlook, Word, and PowerPoint.
• Demonstrated accuracy in data entry, record maintenance, and document preparation.
• Effective problem-solving skills with the ability to identify issues and coordinate practical solutions.
• Experience handling email correspondence, inbound inquiries, and customer service-related tasks.
• Ability to manage multiple priorities, stay organized, and work independently in a deadline-driven environment.

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