POSITION SUMMARY

The Administrative Assistant performs a variety of administrative and clerical tasks. The
Administrative Assistant is responsible for providing support to the organization’s Executive
Director, Program Coordinators, and employees. The duties of the Administrative Assistant
include making meeting arrangements; ensuring donor and volunteer information is entered and
up to date in Customer Relationship Management (CRM) database, answering phone calls and
emails from the general public; maintaining the filing systems; updating contact lists; assisting
with the preparation of presentations and the organization’s Newsletter, and some bookkeeping
activities.

Key Duties and Responsibilities

• Support the Executive Director by setting-up meetings, monitoring emails, and

writing correspondence.

• Support the various administrative needs of the Program Coordinators, including Home

Support, Bereavement, Day Hospice, and Community Education Programs as well as the

Volunteer Coordinator.

• Maintain a comprehensive calendar of events and meetings, which includes both

internal and external events and meetings, to ensure no scheduling conflicts.

• Manage the phone system including voicemail, video conferencing, etc.
• Answer and direct phone calls and emails from the general public.
• Maintain the document management systems for both electronic and paper documents.
• Assist with the maintenance of InfoAnywhere – CRM system.
• Update and maintain the organization’s office administrative procedures.
• Maintain the various contact lists for Newsletter recipients, service partners, donors,

community bulletin boards, external meeting rooms, etc.

• Assist in collecting information for the Newsletters.
• Update the organization’s website calendar for upcoming programming events,

volunteer training sessions, organizational presentations to community

organizations and groups, fundraising events, etc.

• Order office/program supplies and equipment; and research new products and

suppliers.

• Assist in planning and organizing educational events, group meetings, and volunteer

training sessions, including booking the facilities and sourcing required equipment and

supplies.

• Assist in fundraising events and donor management activities as required.
• Perform bookkeeping activities, including banking, payments, and expense tracking, as

required.

Qualifications & Skills

• High school diploma or equivalent.
• Proven experience as an administrative assistant or in a similar role.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Attention to detail and problem-solving abilities.
• Ability to maintain confidentiality and professionalism.
• Experience with Google Workspace (Google Drive, Docs, Sheets, Slides, Calendar)
• Experience with Microsoft Word, Excel, and PowerPoint.
• Ability and interest to learn QuickBooks (accounting software).
• Experience working with Mailchimp (email marketing tool) and Zeffy (fundraising tool)

would be an asset.

What We Offer

• Part-time position based out of our Perth office
• Up to 24 hours a week with the hours being flexible to meet the needs of the organization
• A supportive, mission-driven team
• Opportunities for professional development and mentorship
• The chance to make a real difference in people’s lives
• Hourly rate of $25 to $27, depending on experience
• 8% in lieu of benefits
• Some travel may be required to attend special events

Application deadline:
Please send cover letter and resume to Mary Lou Hussak, Executive Director at
executive.director@thehospicehub.ca no later than 4:30pm on September 19, 2025
The Hospice Hub is an equal opportunity employer and is strongly committed to a workforce and
Board that reflects the diversity of the populations we serve. We encourage applications from all
qualified individuals including applicants from all cultures, racialized communities, abilities,
diverse sexual and gender identities, and others who may contribute to the further diversification
of ideas.
THH thanks all applicants for their interest; only those selected for an interview will be contacted.
Job Type: Part-time
Pay: $25.00-$27.00 per hour
Expected hours: No more than 24 per week
Work Location: In perso

• Support the Executive Director by setting-up meetings, monitoring emails, an