Administrative Assistant

2 days ago

Edmonton, Canada Alberta Retired Teachers'​ Association (ARTA) Full time

Administrative Assistant (Full-Time, Permanent)


Location: Edmonton, AB


Overview:


Do you love to be the first smiling face visitors see when they enter the front doors of an organization? Are you organized and methodical? Do you enjoy watching your diligence and organizational skills support the work of others? If this sounds like you, you will fit right in as the new Alberta Retired Teachers’ Association (ARTA) Administrative Assistant.


This position reports directly to the Director, Plan Administration. The Administrative Assistant is responsible for a variety of service and support related duties for ARTA. The primary duties of the Administrative Assistant are to greet visitors, oversee the distribution of incoming and outgoing mail, which involves sorting and identifying mail with the highest priority, as well as signing for received express packages, and preparing outgoing mail for pickup. The Administrative Assistant also provides certain aspects of administrative support for the Member Services team.


Life at ARTA:


The Alberta Retired Teachers’ Association (ARTA) is a vibrant organization made up of 31,000 retired educators and like-minded professionals and is served by an equally engaged team of staff. Created by teachers, we are an Alberta-based not-for-profit linked by a common purpose – to ensure a healthy, active, engaged, and vibrant lifestyle for our members in their retirement.



Our culture encourages our members and our employees to live an enhanced quality of life. Office perks include a staff wellness program, generous time off, and continuing learning opportunities. This culminates in a workplace where we can thrive together.



A rapidly growing organization, ARTA provides an environment where individual contribution is expected and teamwork is encouraged, and where our core values are of the utmost importance. If you have a strong passion for making a difference in people’s lives, are a creative team player, and enjoy building strong relationships with those around you, then we invite you to apply to join our exciting organization.


What you will do:


Reception Support

  • Greet all visitors and provide a professional and positive experience for members, vendors, and partner organizations.
  • Direct all incoming emails, and general correspondence to the appropriate staff member or department.
  • Handle all incoming and outgoing deliveries.
  • Manage meeting rooms and meeting scheduling.
  • Photocopy, fax, and file documentation.
  • Maintain an organized and tidy reception area.
  • Other duties as required.


Administrative Support


  • Management of all incoming and outgoing mail.
  • Create labels and assist with postage for mass mailouts as requested by other departments, from time to time.
  • Maintain the postage meter, including ordering supplies, adding funds as prior-approved and scheduling maintenance as required.
  • Manage postage meter tracking binder and complete monthly reconciliations.
  • Perform various administrative support functions as requested by the Director, Plan Administration, Team Lead, Chief Operating Officer, and/or the Chief Executive Officer.
  • Observe all pertinent Board policies and administrative procedures and maintain strict confidentiality with regard to the affairs of ARTA, its employees, and members.
  • Acquire skills and develop competencies as related to these duties and responsibilities in keeping with changes that may occur from time to time.
  • Participate in staff meetings, functions, and events in contribution to the ARTA team.


Member Services Support


  • Update member contact information, maintaining a current database.
  • Provide certain aspects of administrative support for the Member Services team by performing such duties as:
  • Member account maintenance, such as address updates and status changes.
  • Provide application and information packages to new and existing members.
  • Follow up on incomplete or incorrect member information, such as bounced emails or return-to-sender mailing addresses.
  • Assist with mass mail-outs such as premium claim statements or other membership notices, as required.
  • Direct advanced Member Service inquiries (whether received by email or in-person) to Member Services staff appropriately.


What you will have:


  • Post-secondary education in office administration is an asset.
  • Previous reception or administrative experience in a related role is preferred.
  • Experience working in a member service driven environment, with not-for-profit organizations, and/or retired populations is considered an asset.
  • 1 - 3 years experience with Microsoft Outlook and other MS Office products, Adobe Acrobat, document management systems.
  • Aptitude and enthusiasm for building positive relationships in a member-driven environment.
  • Deliberate attention to detail.
  • Excellent time management skills.
  • Strong written and verbal communication skills.
  • Computer literacy and a demonstrated ability to troubleshoot and fix related problems.


All ARTA employees are required to be fully immunized against COVID-19 as a condition of employment.

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