Administrative Assistant

Position Title: Administrative Assistant

Reports To: Executive Director

Hours of Work: 35 Hours per week (9:00am-4:30pm)

Summary of Responsibilities

The Administrative Assistant plays a crucial role in ensuring smooth daily operations by managing front desk responsibilities. This includes greeting and assisting visitors, answering phone calls, directing inquiries to the appropriate departments, and maintaining an organized and welcoming environment. The Administrative Assistant is also responsible for handling administrative tasks such as scheduling appointments, processing registrations, managing supplies, and supporting staff with various office duties. Strong communication and multitasking skills are essential, as well as the ability to provide exceptional customer service and maintain a professional demeaner.

Key Responsibilities:

Front Desk and Customer Service:

· Provide a friendly and professional greeting to all visitors.

· Direct visitors to the appropriate person or department.

· Accept and distribute registrations for programs, classes, out to lunch

· Field inquiries for Program & Community Wellness Coordinator when absent from Centre

· Greet and assist customer with drop ins and inquiries

· Distribute mail and deliveries to appropriate staff.

· Keep the reception area clean, organized, and welcoming.

Manage Incoming Calls & Inquiries:

· Answer and screen phone calls in a polite and efficient manner.

· Direct calls to the appropriate individuals or departments.

· Take messages and ensure they are relayed promptly.

· Respond to general inquiries from clients, visitors, and employees.

· Provide accurate information regarding office services or direct inquiries to the relevant staff.

· Book appointments for hairdresser, events and workshops

· Register new members to expand the community and enhance participation in programs and activities.

Administrative Support:

· Assist with various clerical tasks such as filing, photocopying, and data entry.

· Maintain organized records and documentation.

· Ensure accurate records of contacts in the database.

· Maintain updated accurate membership list.

· Reach out to members via phone or email to notify them of expired memberships and assist with the renewal process.

· Ensure all promotional material and signage are up to date.

· Collaborate with administrative and facility management teams to ensure smooth daily operations.

· Provide administrative support to the Executive Director as needed.

· Take payment for rentals, activity cards, memberships and purchases

· Handle financial tasks, including processing Point of Sale transactions, credit card and cash sales, maintaining petty cash records, and issuing receipts for donations, payments, or rentals.

· Assist with projects and special events planning and coordination.

· Help maintain and update bulletin boards

· Manage fundraising initiatives and oversee operations on online platforms.

· Other duties as assigned by the Executive Director

· Open doors for all areas in use.

· Check and respond to phone messages and emails.

· Assist in preparing for daily events (e.g., set up tables, make coffee).

· Shovel walkways and water gardens, as needed

· Ensure bathrooms and office are fully stocked with necessary supplies to maintain a well-equipped and organized environment.

Required Knowledge, Skills, and Abilities

• Excellent verbal and written communication to interact with clients, staff, and visitors.
• Professional phone etiquette and active listening skills.
• Strong interpersonal skills with a friendly and welcoming demeanor.
• Ability to handle inquiries and resolve issues efficiently.
• Ability to manage multiple tasks and prioritize responsibilities.
• Maintain organized files, records, and workspaces.
• Efficient in managing time and meeting deadlines.
• Capable of handling high volumes of tasks in a fast-paced environment.
• Ability to handle multiple calls, visitors, and administrative tasks simultaneously.
• Comfortable working under pressure with a calm and composed approach.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with office equipment (printers, scanners, phone systems).
• Experience with office software or databases.
• Strong focus on accuracy in handling appointments, messages, and financial transactions.
• Keen attention to detail in record-keeping and data entry.
• Ability to think quickly and offer solutions to various challenges.
• Effective in addressing customer concerns and ensuring a smooth workflow.
• Always maintain a professional appearance and demeanor.
• Discretion in handling sensitive information and maintaining confidentiality.
• Ability to work well with other departments and staff members.
• Supportive and cooperative approach in a team setting.
• Flexibility in managing unexpected changes or tasks.
• Willingness to adapt to new systems and office procedures.

To apply, please submit your resume, cover letter and references to Eleysha Klaassen, Executive Director, at Applications will be accepted until the position is filled. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Job Type: Full-time

Pay: From $18.00 per hour

Benefits:

• Dental care
• Extended health care

Work Location: In person