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Administrative Coordinator

2 weeks ago

Greater Sudbury, Canada Autumnwood Mature Lifestyle Communities Full time

Autumnwood Mature Lifestyle Communities Inc. is currently seeking a Administrative Coordinator. This position is primarily responsible for providing administrative support to the Manager of Operations within the executive level at AMLC. As part of this role, the Administrative Coordinator undertakes an assortment of administrative duties, including coordinating and scheduling meetings, managing and maintaining documents, and coordinating various communications with each of AMLC’s retirement facilities. The Administrative Coordinator must have an affinity for working with the Senior Population (65+) and be knowledgeable of the needs of older adults. This position will require regional travel (North Bay & Timmins) on occasion. The home office location for this role is based in Sudbury, Ontario.

**Qualifications**:

- Post-secondary diploma in office administration or undergraduate degree in business administration, communications, or related field.
- Minimum of 3 years’ experience in related field.
- Knowledge and experience in working in similar role or industry considered an asset.
- Ability to travel on occasion and access to own transportation is required.
- Expert level written and verbal communication skills.
- Bilingualism (French/English) is an asset.
- Valid drivers license.

Must be able to provide a criminal record check with vulnerable sector screening, 2 Step TB Test and proof of full (2 dose) Covid-19 vaccination.

**Knowledge, Skills & Abilities**:

- Knowledge of general office administrator responsibilities, systems, and procedures.
- Proficient in Microsoft Office (Outlook, Word, Excel, Teams and Power Point), Adobe Acrobat, and Social Media web platforms.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks simultaneously and seamlessly with excellent attention to detail.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- Demonstrated initiative, good judgment and leadership capabilities.
- Courteous manners with the public.
- Excellent interpersonal, presentation, and team building skills.
- Independently motivated, with the ability to take on tasks and duties without immediate direction
- Basic math skills required.
- Familiarity with office equipment, such as fax machines, copy machines, and phone systems.
- Enhances personal growth and professional development by participating in workshops, in-service meetings, current literature, and educational programs.
- Demonstrated compassion, patience, and an affinity for an older adult population.
- Familiarity with or willing to become familiar with the standards set out in the Retirement Homes Act, 2010 (RHA) and the function of the Retirement Homes Regulatory Authority (RHRA).

**Tasks & Responsibilities**:

- Assist with calendar management, appointments, scheduling departmental meeting invitations, agenda preparation, minute taking, proofreading executive documentation and other related duties as assigned.
- Plan and organize trainings, leadership meetings, conferences, and workshops.
- Prepare meeting documents (agenda development, minute taking), correspondence (ie. Letters, memos), presentations (Power Point), report summaries, and editing reports/publications.
- Responsible for coordination of project teams and working with members of the team to ensure tasks remain on track.
- Create and deliver clear and concise presentations/communications to AMLC’s Executive Team, site-specific Senior Leadership Team, front-line staff and residents/tenants.
- Ensure conference rooms and other meeting spaces are clean and prepared prior to use and cleaned upon completion.
- Draft correspondence to staff, residents, tenants and family members when requested. If bilingual, translate correspondence into French language.
- Support retirement facilities with supply ordering, purchasing and procurement of goods and services when required.
- Assist with managing employee files for senior level staff such as administrators, sales and marketing staff.
- Develop, organize and maintain electronic and paper information filing/retrieval methods, systems, and formats.
- Develop strong working relationships with senior management and administrative personnel for effective and smooth operations.
- Maintain a positive environment for staff and residents and contribute positively to the community’s corporate culture - lead, educate and motivate.
- Maintain security and confidentiality of company information.
- Follow Autumnwood policies and procedures.
- Complete all other duties as assigned.
- We offer a competitive group benefits package, RRSP matching, paid sick time and a competitive salary.