Administrative Assistant/receptionist

Position title: Administrative Assistant / Receptionist

Location: Alzheimer Society Southwest Partners - Middlesex Site

(435 Windemere Road, London, ON)

Occasional support at our Oxford and Elgin sites may be required

Status: Full-Time, Permanent, 35 hours per week

Occasional evening and weekend work required.

About you:
Position Summary:
The Administrative Assistant / Receptionist is the hub of the office and the first point of contact for visitors and calls. This role always knows what is happening with office-related operations and communicates with good judgment, sensitivity and tact. With strong attention to detail and an ability to multi-task, provides administrative support to managers and staff through a variety

of tasks related to the organization. The Admin Assistant / Receptionist is a natural with computers, phone systems and databases and possesses the natural skills to assist in maintaining the organization and office’s administrative processes.

**Responsibilities**:

- First point of contact for phone calls and visitors, greeting and welcoming in a professional, friendly manner
- Uses discretion in referring visitors / calls to the appropriate staff; directs callers and visitors to the appropriate resources as necessary.
- Assists in COVID-19 screening and safety processes as required (based on public health and internal protocols), monitors PPE supply
- Carry out administrative duties as needed, included but not limited to filing, typing, printing, copying, binding, scanning, etc.
- Maintain supplies inventory, anticipating needed supplies, placing orders and verifying receipt of supplies
- Type and prepare neat, accurate, error free correspondence as requested, in accordance with deadlines
- Coordinate office repairs and maintenance as required
- Liaison for IT contractor, office equipment suppliers, and telecommunications provider
- Ensures the Resource Centre is managed properly
- Updates and maintains the office master files and related databases
- Assists with special events and meetings as required
- Process donations, sales or event registrations with Visa or MasterCard when requested
- Prepare the bank deposit and appropriate bank deposit forms, assist in bank deposits as requested
- Assist with supporting volunteers as required
- Assist in maintaining petty cash process
- Maintain security system, including issuing and maintenance of pass codes
- Assist and support HR and managers with the administrative preparation for new staff
- Maintain office site shared calendar and the in-office schedule
- Participate in and assist with culture and team building events and activities
- Assist in supporting designated manager and their team
- Other duties as assigned by supervisor, director or CEO

Evaluations and Other Responsibilities:

- As an employee of a non-profit organization, you are expected to participate in fund development activities as required.
- Annual performance review with Supervisor

Required Qualifications:

- Post-Secondary Education (Administrative / Secretarial) or adequate work experience in field
- 2-3 years of relevant experience in an administrative role
- Able to work within an environment that requires a high degree of professionalism, confidentiality and discretion
- Exceptional ability to focus, multi-task, and follow-up with accuracy and efficiency
- Demonstrated proficiency in Microsoft 365, Power Point, Word, Outlook and Excel with strong keyboarding skills (60wpm)
- Excellent interpersonal, communication and organizational abilities (verbal and written)
- Strong time management skills
- Valid driver’s license and access to a vehicle
- Valid Vulnerable Sector Police Check screening required

Preferred Qualifications (if applicable)
- Experience in the non-profit health care sector
- Knowledge of Alzheimer disease and related dementias
- Knowledge and experience around Health and Safety

Immediate Supervisor:
Manager of Office Administration

Indirect Supervisor:
Director of Operations

Working Conditions:
Office Setting. General office duties, typing, filing, occasional lifting / carrying 25lbs, reaching, bending, walking, sitting, and standing (standing desk provided). Freedom of movement throughout the day. Some travel required.

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift

Ability to commute/relocate:

- London, ON: reliably commute or plan to relocate before starting work (required)

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

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