Administrative Assistant

Administrative Assistant

MacKay Manor is a publicly funded, non-profit organization providing residential addiction treatment and community-based addiction supports across Renfrew County, Lanark County, Ottawa, and provincially. We offer a range of programming, a 17-bed program for men in Renfrew and a 14-bed program for women in Ottawa. In addition, we offer the STOP program, community withdrawal management services and the addiction supportive housing program. 

Operating within a trauma-informed and recovery-oriented framework, we are aligned with Ontario Health and Ministry standards, delivering high-quality services to individuals and families in our community.

The Role

We are recruiting for a highly organized and detail-oriented Administrative Assistant. This is a full-time position.

The Administrative Assistant will support the daily operations of our addiction treatment programs, which are funded by Ontario Health East. This is a fast-paced role that provides administrative, financial, and operational support to senior leadership and program teams while ensuring compliance with funder requirements and the Personal Health Information Protection Act (PHIPA).

Key Responsibilities:

• Provide administrative support to senior leadership and program managers
• Coordinate meetings, scheduling, minutes, and document preparation
• Maintain confidential filing systems (electronic and hard copy)
• Support board and committee documentation
• Manage office supplies and vendor coordination
• Assist with onboarding documentation and human resources file setup
• Process accounts payable and receivable
• Prepare invoices, purchase orders, expense claims, and petty cash reconciliations
• Support payroll preparation and benefits administration
• Assist with tracking program budgets and funding allocations
• Maintain accurate financial records in accounting software
• Assist with data entry and reporting related to Ontario Health requirements and performance indicators
• Support the preparation of monthly, quarterly, and annual reports
• Assist with accreditation and quality improvement documentation
• Maintain document control systems and training records
• Support adherence to PHIPA, occupational health and safety, and residential service standards
• Assist with risk management and insurance documentation

• Diploma in office administration, business administration, or a related field
• 2–3 years of administrative experience; experience in healthcare, social services, non-profit, or a publicly funded environment is preferred
• Experience with financial workflows, including accounts receivable, accounts payable, reconciliations, and invoicing
• Strong Microsoft Office skills
• Experience with accounting software (Sage, QuickBooks) and human resources systems is preferred
• Excellent organizational, communication, and multitasking skills
• Strong understanding of confidentiality and privacy legislation

Please submit your resume and cover letter outlining relevant experience.

MacKay Manor is committed to equity, diversity, and inclusion and encourages applications from all qualified candidates, including those with lived experience.