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Operations Administrative Assistant

2 weeks ago

Markham, Canada RESPONSIVE MANAGEMENT INC Full time

**Do you have a passion for making a difference?**

Making every moment matter is about improving all the things that make life enjoyable. Things like making someone feel better, making connections with them or for them with other residents, showing them a new song or even just giving them something to look forward to.

At Responsive Management Inc, we are passionate about providing compassionate care for families' loved ones, where the residents of our home come before anything else. Our values follow a ‘People’ focused philosophy, Participation ~ Excellence ~ Openness ~ Performance ~ Longevity ~ Efficient Use of Resources. This philosophy can be seen in every aspect and level of our home.

**Responsibilities of the Operations Administrative Assistant at Responsive Management Inc**

The Operations Administrative Assistant responsibilities include, but are not limited to, proactively managing calendars, making travel arrangements and preparing expense reports. The role will interact directly with the senior management team.

The Operations Administrative Assistant should be well organized and have good time management skills. The role works in a fast-paced environment and will exercise good judgment in prioritizing work and maintain a high level of confidentiality and discretion. The role will contribute to the efficiency of the business unit by providing personalized and timely support to senior management team members.

**Administration**
- Act as the point of contact among the senior management team, employees, and other external partners
- Manage information flow in a timely and accurate manner, liaising with the Support Office team to ensure smooth and efficient day to day operations
- Proactively manages senior management team calendars and set up meetings as required
- Attend meetings, takes and distributes meeting minutes, assists in the creation of meeting agenda with appropriate Committee Chair or stakeholder
- Arrange meeting requirements such as pre-reads, supplies, lunch orders, etc.
- Assigns policies and procedures to be reviewed on an annual basis and as necessary
- Collects, distributes and/or files monthly reports from the Homes such as operations reports, overdue accounts, LHIN reports, etc.
- Post RHM Support Office updates on the employee communications app (ECA)
- Update Homes’ website as required (i.e. management team directories)
- Other duties as assigned

**Fiscal Management**
- Cost allocation of invoices for the Homes and/or business units, upon request
- Generates and distributes RMI invoices to the Homes and/or business units, upon request
- Assists with the coordination of the Homes’ annual budget.
- Orders equipment/supplies/stationary for the business unit.
- Coordinates group purchasing as requested.

**Information Technology (IT)**
- Sets up user accounts on various IT programs and platforms for the Homes and Support Office as per designated user access.
- Provides technical support and acts as an advisor to the Homes regarding the time and attendance system
- Maintains active/inactive records management for the Business Unit.

**Qualifications**

At Responsive Management Inc, we take pride in our employees, so your qualifications are important to us. We use them to get to know you and see if we are a good fit for each other. The qualifications needed to join our family at Responsive Management Inc are as follows:

- College or University Diploma in Business Administration or related field
- Minimum of 3 years of experience in an administrative capacity, including administrative support, records management and customer service
- Tech savvy
- Able to prioritize and multitask competing projects and initiatives
- Superb customer service skills
- Deadline oriented with the ability to work well under pressure, with tight deadlines, and maintain high flexibility while ensuring productivity
- Collaborative, professional, and accountable
- Excellent interpersonal and oral/written communication skills
- A proven team player, proactive and independent

**How to apply?**

Please submit a resume, cover letter, and references. We look forward to speaking with you, and making every moment matter

**Benefits**:

- Dental care
- Extended health care
- RRSP match
- Vision care

Schedule:

- 8 hour shift

**Experience**:

- Administrative experience: 3 years (preferred)