Job Description

POSITION SUMMARY

The Administrative Assistant, located at 45 Jody Shelley Drive, plays a key role in supporting the daily operations of our facility. This position ensures smooth administrative functioning, provides excellent customer service to members and visitors, and supports both the CEO and the Manager of Finance in the execution of their duties.

Key Responsibilities:

Administrative Support

Provide day-to-day administrative and clerical support for both the Finance Manager and the CEO. Manage correspondence, phone calls, and emails; respond to general inquiries. Maintain filing systems (digital and physical), records, and databases. Maintain record of policies, minutes and procedures that is accessible to staff. Post daily sales and vendor payables and supports payroll functions as led by the finance manager. Provide all administrative support for the Health and Wellness Committee. Support other financial processes including bill payments, petty cash and daily reconciliations. Assist with scheduling meetings, preparing agendas, and taking minutes to support the CEO in board meetings.

Customer Service & Communications

Greet and assist members, visitors, and program participants in a friendly and professional manner. Become the preferred user of UNIVERUS Rec software. Support the development of promotional materials, newsletters, and social media updates where needed.

Program & Facility Coordination

Assist with special rentals of both facilities, event coordination and annual advertising billing and collection. Track participation and gaps in service for both facilities. Coordinate with volunteers and staff to ensure facility spaces are prepared for activities. Support the office manager in maintaining office supplies and assist with basic facility management tasks. Perform other related duties as assigned.

Qualifications

Education & Experience:

Diploma or certificate in Office Administration, Business, or a related field. Minimum 4 years of administrative experience (non-profit or recreation sector experience considered an asset).

Skills & Abilities:

Excellent communication and interpersonal skills. Strong organizational and time management abilities with attention to detail. Proficiency in Microsoft Office (Word, Excel, Outlook) and basic financial tracking. Ability to work independently and as part of a collaborative team. Commitment to excellence in customer service and demonstrated values of inclusivity and recreation for all.
Job Type: Full-time

Pay: $45,000.00-$55,000.00 per year

Work Location: In person