Due to an internal promotion, we are excited to open a new position for an Administrative Assistant at our nonprofit senior organization
Position Title: Administrative Assistant
Reports To: Executive Director
Hours of Work: 37.5 Hours per week (8:45am-4:45pm)
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 & Member Services Responsibilities
? Serve as the first point of contact, providing a warm, professional, and welcoming experience for all members, visitors, and guests.
? Direct members and visitors to appropriate staff, programs, or departments in a courteous and efficient manner.
? Process registrations for programs, classes, and special events (including outings and ?Out to Lunch? programs).
? Respond to member inquiries in person and by phone, providing accurate information and support.
? Act as a primary contact for program coordinators when they are absent, ensuring continuity of service.
? Receive, sort, and distribute incoming mail and deliveries to appropriate staff members.
? Maintain a clean, organized, and welcoming reception and front office area at all times.
Call Management & Member Inquiries
? Serve as the primary point of contact for incoming telephone calls, answering and screening calls in a courteous, professional, and timely manner.
? Direct calls to appropriate staff members or departments, ensuring efficient communication flow.
? Accurately record and relay messages promptly to ensure timely follow-up.
? Respond to general inquiries from members, visitors, and staff, providing clear and helpful information.
? Provide accurate details regarding programs, services, events, and facility offerings, or refer inquiries to the appropriate team member when necessary.
? Schedule appointments for on-site services (e.g., hairdresser) and register participants for events and workshops.
? Process new member registrations, supporting community growth and encouraging participation in programs and activities.
Administrative & Operational Support
- Provide comprehensive administrative support, including filing, photocopying, data entry, and document management.
- Maintain accurate and up-to-date records, including membership databases and contact information.
- Monitor membership status, proactively contacting members regarding renewals and assisting with the renewal process.
- Process payments for rentals, memberships, activity cards, and other purchases.
- Handle financial transactions, including Point of Sale operations, cash and credit card payments, petty cash reconciliation, and issuing receipts for donations and rentals.
- Ensure all promotional materials, signage, and bulletin boards are current, accurate, and professionally displayed.
- Support fundraising initiatives and assist with online platform administration as required.
- Provide administrative assistance to the Executive Director and collaborate with administrative and facility teams to support smooth daily operations.
- Assist with planning and coordinating special events, programs, and community initiatives.
- Prepare facility spaces for daily activities and events (e.g., room setup, tables, refreshments).
- Open and secure designated areas of the facility as required.
- Monitor and respond to voicemail and email communications in a timely manner.
- Maintain a safe, clean, and well-supplied environment, including stocking restrooms and office supplies.
- Perform light facility upkeep as needed (e.g., clearing walkways, watering gardens).
- Carry out additional duties assigned to support organizational needs.
Required Knowledge, Skills, and Abilities
? Exceptional verbal and written communication skills, with the ability to interact professionally and courteously with members, visitors, and staff.
? Professional phone etiquette and active listening skills.
? Strong interpersonal skills with a friendly, approachable, and welcoming demeanor.
? Ability to efficiently handle inquiries, resolve issues, and provide excellent customer service.
? Skilled at managing multiple tasks simultaneously, prioritizing responsibilities, and meeting deadlines in a fast-paced environment.
? Highly organized, with attention to detail in record-keeping, data entry, and maintaining workspaces.
? Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable using office equipment such as printers, scanners, and phone systems.
? Experience with office software or databases, with a focus on accuracy in scheduling, messaging, and financial transactions.
? Ability to remain calm, composed, and solution-focused under pressure.
? Demonstrated discretion in handling sensitive information and maintaining confidentiality.
? Strong team player, able to collaborate effectively across departments and support colleagues.
? Flexible and adaptable to changes in workload, office procedures, and systems.
? Professional appearance and demeanor at all times, reflecting the organization?s standards and values.
Interested candidates are invited to submit a resume and cover letter to:
Eleysha Klaassen, Executive Director
eklaassen@brandons4s.ca
Applications will be accepted until the position is filled. We sincerely thank all applicants for their interest; however, only those selected for an interview will be contacted.
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