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Administrative Assistant

3 months ago

Burlington, Canada Carpenter Hospice Full time

**JOB SUMMARY**:
Carpenter Hospice is an 11-bed home in the heart of Burlington that offers resident-based care to individuals in the last stages of their lives, and community-based programs for individuals dealing with grief or a life-limiting illness. It is an exciting time to be joining Carpenter Hospice as we expand our resident and community services in Burlington and surrounding areas.

The Administrative Assistant will work closely with the Executive Assistant in coordinating and assisting the management of activities through the Leadership team’s office. The Administrative Assistant (AA) will provide additional support to the Leadership team, Staff Committees, and Board of Directors and Committee meetings, under the direction of the Executive Assistant. This may include, providing support at Board of Directors and Board committee meetings as well as Manager and Leadership team meetings (e.g. photocopy/preparing meeting materials; helping with room set up, etc). The Administrative Assistant is a strong communicator and demonstrates exceptional organizational skills and decision-making capabilities. Other duties under the direction of the Executive Assistant may include:
**Key Responsibilities**:

- Conserves the Management team’s time by supporting their needs (e.g. booking meeting rooms, scheduling team meetings, etc.)
- Drafts correspondence, reports, forms, presentations, agendas, meeting summaries, and other documents.
- Maintains organizational records and an archive system to ensure effective protection, storage and retrieval of administrative records.
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Attends and participates in staff meetings and other meetings as needed.
- Supports and distributes materials for meetings.
- Supports on-call and Residential Care team staffing scheduling.
- Organizing and scheduling appointments and meetings for the Community & Supportive care team.
- Provides assistance by performing reception duties, responding to public and/or internal inquiries, performing financial duties (accepting donations).
- Provides assistance with special projects as needed.
- Other duties as required.
- Post-secondary education preferred
- Proficiency with various software programs such as MS Office Suite (Work, Excel, and PowerPoint), Outlook and Access
- Excellent customer service skills
- Professionalism and discretion with sensitive and confidential information
- Meticulous attention to detail and organization skills
- Ability to work under mínimal supervision while utilizing effective time management skills in order to meet deadlines
- Excellent oral and written communication skills

**Other Requirements**:

- to Friday, thirty-five (35) hours per week (with some schedule flexibility); may need to work occasional evenings/weekends to meet program/event needs.
- Significant computer use in an office environment, requiring extended periods of sitting
- Exposure to frequent interruptions
- Required to provide a satisfactory current criminal reference check (CPIC) including a Vulnerable Sector Check prior to hire
- Ability to lift 20 lbs. repeatedly and without restrictions
- Some travel required

**Job Types**: Fixed term contract, Internship / Co-op
Contract length: 8-16 weeks

**Benefits**:

- Casual dress
- On-site parking

Schedule:

- Monday to Friday

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Location: In person

Expected start date: 2024-06-03