Administrative Assistant

Reporting to the Robert L. Knowles Veterans’ Unit Manager of Clinical Operations and Villa Chaleur Inc. Manager of Site Operations, the Administrative Assistantwill provide administrative support to members of R. L. Knowles and Villa Chaleur Leadership Team The successful Candidate will be required to perform a variety of administrative and clerical tasks including providing support to on-site manager, andhis/her employees, assisting in daily office needs and managing general administrativeactivities among other duties. This position may require weekly travels between local sites, Bayview Village and Villa Chaleur (3.5km one way) with monthly mileage reimbursement.

Confidentiality Statement: This position will be privy to confidential organizational information, including but not limited to financial performance indicators, labor relations and human resource decisions, and other organizational content. All information is to be held in the strictest of confidence and any deviation from this directive is grounds for immediate dismissal.

Qualifications:

• Excellent oral and written communication skills in English and French
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, such as printers and fax machines
• Proficiency in Microsoft Office Suite (MS Excel, MS Word and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Strong organizational skills with the ability to multi-task
• Excellent customer service skills
• High School Diploma
• Post-secondary education in a relevant program (at least one (1) year program)

Regular Duties & Responsibilities:

• Handle administrative requests, queries and special projects from the Executive Assistant to the CEO and site managers
• Ensure the efficient and smooth day-to-day operation of the administrative office
• Organize and schedule appointments with support from office/admin software
• Prepare reports and maintain appropriate filing systems
• Answer and direct phone calls
• Write and distribute emails, correspondence memos, letters, faxes and forms
• Order office supplies and other requested items ensuring an efficient and effective use of company financial resources through researching of new deals and suppliers
• Maintain contact lists for on site management
• Act as the point of contact for internal and external clients, vendors, etc.
• Do the laundry collection (Villa Chaleur and Bayview)
• Balance Petty cash for both RLK and Villa
• Register and write receipts for donations
• Submit and reconcile expense reports and ensure compliance to organizational policies
• Schedule meetings and take detailed minutes as requested by Management
• Provide general support to visitors
• Collect laundry funds (Villa Chaleur and Bayview)
• Balance and make the monthly bank deposits
• Submit a list of apartment vacancies to the manager of site operations
• Daily staff scheduling using Staff Schedule Care (SSC) software
• Familiarity with Local Collective Agreements

We thank all applicants for their interest, but only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Salary: $18.00-$21.00 per hour

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Language:

• Bilingual (required)

Work Location: In person