Administrative Assistant

3 weeks ago

Kelowna, Canada Park Place Seniors Living Full time
Always Essential – Park Place People
Join the Team
As a leader in providing seniors’ care and housing, we offer exciting opportunities for our team to grow both personally and professionally while serving seniors and residents in our communities. Park Place offers a variety of dynamic roles suited for a wide range of education, skill sets, experience levels and expertise.

Founded by Al and Jenny Jina, Park Place Seniors Living is a family owned and operated company based in Vancouver, British Columbia. Starting out as a nurse, Jenny has worked with seniors her entire career. Together with her husband Al, they opened their first location in Nelson, BC in 1993 with a goal to enrich the lives of seniors and define a new quality of care.

Today, we have a large, unique portfolio of seniors’ communities in cities and towns right across British Columbia and Alberta, and one in Ontario. Park Place operates care homes, multi-level care communities, and assisted living and independent living retirement residences.

Joining our team means opportunities to learn from a large and diverse management team. Park Place values the expertise of each of our homes and involves team members in committees and decision-making that impacts the whole organization.

Job Summary

We are seeking a highly organized and detail-oriented individual to fill the position of Administrative Assistant reporting to the Chief Nursing Officer & VP of Quality Assurance. This role is crucial in supporting the Quality Team and facilitating seamless communication and operations within the quality team. The successful candidate will be responsible for maintaining confidentiality, coordinating administrative tasks, and ensuring the smooth functioning of corporate committee support.

Responsibilities

Administrative Support:
  • Draft and edit correspondence, presentations, and other documents as needed.
  • Handle sensitive information and maintain strict confidentiality.
  • Works with and communicates closely with the Quality Team, Site Leaders, Corporate Office
employees, and other administrative employees. * Other duties as required
Corporate Committee Support:
  • Coordinate and schedule corporate committee meetings, ensuring all necessary materials are prepared and distributed in a timely manner.
  • Record and maintain accurate minutes of corporate meetings
Administrative Expertise:
  • Manage and organize office operations to ensure efficiency.
  • Handle incoming communications and inquiries, directing them to the appropriate parties.
  • Maintain policy manuals, digital filing systems, and databases.
  • Maintains up-to-date knowledge of Park Place’s policies and procedures and relevant
legislation. Recommends changes in policy and procedures, supports development of new
policies.

IT Knowledge:
  • Possess a strong understanding of IT tools and applications to facilitate communication and collaboration.
  • Provide technical support for virtual meetings and ensure technology is optimized for efficient operations.
Qualifications:
  • Proven experience as an executive assistant or in a similar administrative role.
  • Excellent organizational and multitasking skills.
  • Proficiency in IT tools, including Microsoft Office 365 and virtual communication platforms.
  • Strong communication and interpersonal skills.
  • Ability to work independently and collaboratively in a fast-paced environment.
Education and Experience:

Certification in office/business management in a relevant field preferred with a minimum 3 years recent related experience or equivalent combination of training and experience; equivalences may be considered.
Experience in healthcare setting considered an asset.

Is this you?
  • A background in administration, operations, or related fields, showcasing your solid foundation in process management.
  • Exceptional organizational skills and an innate ability to create order and structure from complex situations.
  • An eye for detail that can spot a misplaced comma from a mile away.
  • Strong interpersonal skills to foster collaboration and facilitate change across various departments.
  • Ability to thrive in a fast-paced environment and juggle multiple priorities without breaking a sweat.
  • Bonus points for experience in change management, as your expertise will be a game-changer for us.
What we offer
  • Innovative and diverse company focused on quality and safety for our staff and residents
  • Health benefit plan after three months, and RRSP-matching after one year.
  • Meaningful work with the opportunity to contribute to positive change.
  • Professional development support.
  • A great team atmosphere and focus on resident and family-centred care.
QUALIFICATIONS AND EXPERIENCE:
Certification in health care office management or a Bachelor's degree in relevant field with minimum 3 years recent related experience or equivalent combination of training and experience; equivalences may be considered.
Must be fully vaccinated as per provincial health guidelines.
Must have a Criminal Records check completed

SKILLS AND ABILITIES:
Ability to communicate fluently in English, both verbally and in writing.
Demonstrated organizational, communication, and conflict resolution skills required
Physical ability to carry out the duties of the position
Ability to operate related equipment

EQUIPMENT USED:
Computer, facsimile, and photocopier

PHYSICAL DEMANDS:
The Administrative Assistant position requires lifting, walking, reaching, bending, pushing, standing and sitting. In an average day, the employee spends 2 to 6 hours sitting and working on a computer. Lifts a maximum of 30 lbs.

HEALTH AND SAFETY RISKS – ENVIRONMENT
Physical: Strain on shoulder, neck and back, cuts/ scrapes

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