Administrative Assistant/Receptionist at Cook Street Village Activity Centre
Victoria, BC V8V 3X7, Canada -
Full Time


Start Date

Immediate

Expiry Date

01 Mar, 25

Salary

20.0

Posted On

29 Jan, 25

Experience

3 year(s) or above

Remote Job

No

Telecommute

No

Sponsor Visa

No

Skills

Adobe Creative Suite, French, Communication Skills, Database Systems, Interpersonal Skills, Computer Skills, Management Skills, Constant Contact

Industry

Hospital/Health Care

Description

OVERVIEW

The Cook Street Village Activity Centre is seeking an Administrative Assistant to support our team with excellent organizational and communication skills, both verbal and written. We are a nonprofit Centre providing services and programs that enhance the health and wellbeing of our age 50+ population. This position reports to the Executive Director and works 35 hours a week, primarily Monday to Friday. Join us in delivering exceptional service while contributing to the smooth operation of our office!

Responsibilities:

  • Maintain all record-keeping systems
  • Respond to inquiries and facilitate communication with our members and the general public
  • Schedule appointments and meetings
  • Assist with coordinating our rental space
  • Fill in as needed as the lead front-desk receptionist and assist in the kitchen/cafe
  • Train, mentor and support volunteer receptionists
  • Register participants for activities, events, courses, and workshops
  • Create and post digital screen board presentations and posters
  • Assist with special events
  • Provide the Board of Directors with written reports and attend Board meetings as needed
  • Perform end of day cash out and reporting
  • Update the website and create social media posts
  • Update and manage the phone system
  • Assist with weekly newsletter production and maintain newsletter mailing list
  • Welcome and assist members, volunteers, visitors, particularly seniors aged 50+
  • Open and/or close facility as needed
  • Respond to building emergencies as needed and complete appropriate incident reports
  • Assist in preparing rooms for rentals, meetings, courses, and activities

Qualifications:

  • Experience with maintaining a database and excellent computer skills (MS Office Suite including Access database systems, Adobe Creative Suite, Constant Contact)
  • A minimum of three years’ experience in a similar environment
  • Prior customer service experience
  • Experience handling cash, reconciling sales and working with POS systems
  • Prior experience working in the non-profit sector desirable
  • Prior experience working with seniors desirable
  • Prior experience working with volunteers desirable
  • Current criminal check including vulnerable persons check
  • Food Safe Level 1
  • Current Standard First Aid certificate with CPR Level C with AED training

Skills and Abilities:

  • Strong attention to detail and able to keep accurate records
  • Excellent written and verbal communication skills
  • Well developed interpersonal skills, patience and good listening skills
  • Able to problem solve and prioritize
  • Possess strong time management skills
  • Able to multitask in a dynamic environment
  • Able to work both independently and as part of a team
  • Able to operate and trouble-shoot simple issues with basic computer and audio-visual equipment

Schedule: Monday - Friday 8:30am-4pm
May be required to work occasional Saturdays during special events as required
Benefits:
Casual dress
On-site parking
Paid time off
Work Location: In-Person Victoria, BC V8V 3X7: reliably commute or plan to relocate before starting work (required)
How to Apply: Please include a cover letter and your resume in one PDF file.
Job Type: Full-time
Pay: $20.00-$21.00 per hour
Expected hours: 35 per week

Benefits:

  • On-site parking
  • Paid time off

Flexible language requirement:

  • French not required

Schedule:

  • Monday to Friday

Experience:

  • Administrative: 3 years (required)

Work Location: In person
Application deadline: 2025-01-30
Expected start date: 2025-02-0

Responsibilities
  • Maintain all record-keeping systems
  • Respond to inquiries and facilitate communication with our members and the general public
  • Schedule appointments and meetings
  • Assist with coordinating our rental space
  • Fill in as needed as the lead front-desk receptionist and assist in the kitchen/cafe
  • Train, mentor and support volunteer receptionists
  • Register participants for activities, events, courses, and workshops
  • Create and post digital screen board presentations and posters
  • Assist with special events
  • Provide the Board of Directors with written reports and attend Board meetings as needed
  • Perform end of day cash out and reporting
  • Update the website and create social media posts
  • Update and manage the phone system
  • Assist with weekly newsletter production and maintain newsletter mailing list
  • Welcome and assist members, volunteers, visitors, particularly seniors aged 50+
  • Open and/or close facility as needed
  • Respond to building emergencies as needed and complete appropriate incident reports
  • Assist in preparing rooms for rentals, meetings, courses, and activitie
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