WHO ARE WE?

peopleCare Communities is a long-term care and retirement living organization that has operated throughout Ontario for over 50 years. We are thrilled to be named one of Canada’s Best Managed Companies for the eleventh year in a row. This award recognizes top companies across Canada for overall performance, sustained growth, strategy, capabilities and innovation, culture and commitment, and leadership. We are also accredited with Exemplary Standing, the highest award possible through Accreditation Canada’s Qmentum program.

EDUCATION AND EXPERIENCE

• 3–5 years of administrative experience, preferably in an Administrative Assistant capacity.
• Proven ability to provide exceptional internal and external customer service.
• Strong interpersonal and communication skills, both verbal and written.
• Advanced proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Highly organized, detail-oriented, and able to prioritize competing tasks.
• Demonstrated success in event planning and administrative project support.
• Ability to work independently, manage confidential information, and take initiative.
  peopleCare is committed to providing and arranging accommodation to candidates upon request.
  Thank you for your interest in working with us

THE ROLE

As a member of the Leadership Support team, the Administrative Assistant provides proactive administrative and operational support to the Executive Team and Leadership Support Office. Acting as the central hub of office operations, this role is responsible for providing exceptional customer service while ensuring a welcoming, efficient, and professional environment for all team members, partners, and guests. Additionally, the Administrative Assistant plays a key role in coordinating strategic initiatives across the organization, including support for staff events, accreditation readiness and certification, corporate records management, annual signature fundraiser, development milestones (e.g. ground breaking), and other administrative duties as required. This position consistently demonstrates the highest standards of service excellent while consistently reflecting peopleCare’s organizational values.
REPORTS TO: President

KEY RESPONSIBILITIES

• Manage the calendars of the Executive Team and other designated leaders; schedule and adjust meetings across multiple Home locations.
• Oversee reception duties: manage calls, welcome guests, coordinate visitor notices.
• Handle incoming and outgoing mail, couriers, and deliveries.
• Maintain office supplies, branded materials, and hardware equipment.
• Serve as the point of contact for building maintenance issues.
• Coordinate and support meetings and events including fundraisers, training sessions, orientations, and holiday gatherings.
• Book off-site meeting venues and coordinate travel and accommodations.
• Take and distribute meeting minutes.
• Manage organizational policies and centralize documentation; act as the central coordinator for the office.
• Support internal communications, including website updates, surveys, engagement tracking, and content development.
• Assist with milestone reporting and general administrative tasks.
• Represent peopleCare as a front-facing ambassador in interactions with guests, partners, and stakeholders.
• Provide administrative support for special projects (e.g., development applications, accreditation).
• Manage the main external email inbox, ensuring timely and appropriate routing of communications.
• Ensure compliance with all Health & Safety and peopleCare policies.
• Perform additional duties as assigned.