Job Summary
We are seeking a detail-oriented and organized Office Assistant to join our team. The ideal candidate will play a crucial role in ensuring the smooth operation of our office environment. This position involves a variety of administrative tasks, client support, and clerical duties to support our staff and enhance the overall efficiency of our office.

An Office Assistant job involves supporting the smooth daily operations of an office by managing clerical tasks, providing general assistance, and coordinating various office activities. Key responsibilities include opening and closing the centre, managing schedules, assiting with programs and the program guide, data entry for Meals on Wheels organizing files, and maintaining an organized office space.

• Required: Understanding of people age 50+ and the ageing process, diplomacy and tact with members and guests, highly organized, proficient at spelling and proofreading, superior oral and written communication skills team player who can deal with a busy, noisy, demanding work environment. Knowledge of FOIP/PIPA privacy rules and work with confidential information.

Hours: 8am to 5pm M-F, the occasional evening and weekend.

Reports to the Executive Director

Salary 33,400 to 37,500 per year, with 2 weeks vacation.

Three-month probation

Criminal background check required

Free parking

Health/Life/Dental benefits 50/50 after three months

Here's a more detailed breakdown of common responsibilities:

• Reception Duties: Acting as a gatekeeper for senior staff, screening calls, making appointment, etc.
• Opening and closing duties: must be at work at 8am to unlock the doors, and leave at 5pm to lock the centre after a security check
• Clerical Tasks: Typing, filing documents (both physical and electronic), emailing, copying, scanning, sorting and sending mail, and managing office supplies.
• Assisting the Program Coordinator with program entry, calling instructors, date checking, and printing of program five times a year. Must assist with program development, layout, and distribution. Opening and closing rooms for program participants.
• Collecting time sheets for non-salaries employees.
• Executive Director Administrative Support: Scheduling meetings, organizing travel arrangements, making calls for the Executive Director, preparing and proofreading the Annual Report, preparing, copying and collating for monthly Board meetings, preparing reports, and managing correspondence.
• Data Entry: Inputting and updating information into databases or spreadsheets, including but not limited to My Senior Centre software.
• Overseeing data entry for Meals on Wheels: Helping with online processing, data entry, and sorting meals with volunteers for delivery.
• Ordering supplies: Assisting with ordering, record-keeping, and other basic tasks.
• Maintaining a Welcoming Environment: Ensuring the office is clean, organized, and inviting for both employees and visitors. Keeping all storage units tidy.
• Problem Solving: Addressing minor office issues, such as equipment malfunctions, and escalating more complex problems to the appropriate personnel.
• Communication: Communicating effectively with colleagues, clients, and other stakeholders both internally and externally.
• Technology: Must be willing to learn and adapt to new technology quickly. Have some understanding of websites, databases, online apps, etc.

In addition to these core responsibilities, an Office Assistant will also be involved in:

• Assisting with projects: Providing administrative support for specific projects or initiatives.
• Marketing: Assist with marketing as needed: posters, deliveries, etc.
• Ordering and managing office supplies: Keeping track of inventory, ordering new supplies, and ensuring the office is well-stocked.
• Assisting with special events: Helping to coordinate and manage events, such as office parties, meetings, dinners, special lunches, dances, BBQs.
• Training and onboarding: Supporting new employees with their initial setup and orientation. Overseeing vacation times, timesheets, and benefits for all employees.
• Running the robotic vacuums: Set up, monitor, maintain, and run the two robotic vacuums: Fred and Ethel in the offices.
• Other duties as assigned:

Required: a criminal background check, proficient with MS Office, databases, Canva, MailChimp, accurate spelling and proof reading. High School education required. Candidates who have a calm demeanour, are able to handle stress in a positive manner, who are not gossips, know how to deal with challenging people, and keep their cool in a crisis are best suited for this job.

Job Types: Full-time, Permanent

Pay: $33,400.00-$37,500.00 per year

Benefits:

• Casual dress
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday
• Weekends as needed

Ability to commute/relocate:

• St. Albert, AB T8N 2S3: reliably commute or plan to relocate before starting work (required)

Language:

• Mandarin (preferred)

Location:

• St. Albert, AB T8N 2S3 (preferred)

Work Location: In person