Administrative Assistant Role Description

• Reception and Communication: Responsible for welcoming and assisting visitors, coordinating calls accordingly, sorting daily snail mail, preparing and circulating the weekly bulletin (Tea Bag Times) and relevant written communications/correspondence within and outside the L?۪Arche Cape Breton Community.
• Office and the Gathering Place: Responsible for coordinating maintenance and repair needs of the office and the Gathering Place. Responsible for booking of the main gathering space and the kitchen.
• Administrative Support

o General: Preparing the Community Calendar in collaboration with the Leadership Team, updating the Community Directory, updating Community membership, and updating the list of birthdays and anniversaries of Community members.
o Events, Trainings, and Meetings: Preparing logistics around Community events, training, formation, and meetings in collaboration with relevant leaders.
o Support for Assistants: Tracking Assistants?۪ vacations and Personal Days, scheduling fill-in supports for houses and programs, and assisting day-to-day managing of the Human Resource web-based software. Tracking of core competency trainings, L?۪Arche formation, and other education and development activities for all Assistants. Administrative support for welcoming new Assistants in houses and programs.
o Support for Core Members: Updating health information on a web-based application suite, preparing health consultation sheets, preparing MAR (Medical Administration Record) sheets for houses and programs, and scheduling Work Program transportation for Core Members.

• Building, Property, and Vehicle: Keeps track of work orders from houses, programs, and the OH&S Committee. Sits on the Infrastructure Sub-Committee and Community Infrastructure Committee, and takes notes. Collaborates with the Property Coordinator and House Leaders in ensuring inspections and permits for Community vehicles are up- to-date. Prepares documents required for the annual insurance renewal and updates vehicle fleet information.

Ideal Qualities and Qualifications

• Excellent administrative and organizational skills
• Excellent time management skills
• Effective and respectful oral and written communication skills
• Advanced computer skills and relevant IT applications
• Ability to problem solve, assist in reaching solutions, and obtaining necessary resources
• Ability to work independently and as part of a team
• Ability to be flexible and adaptable, and manage competing work priorities
• Ability to maintain confidentiality
• Excited about welcoming people
• Appreciation for the vision and mission of L?۪Arche