Bilingual Administrative Assistant - Ottawa

Administrative Assistant - Ottawa CBI Home Health supports people at home and in the community. We are one of Canada’s leading specialized community services, home, and integrated care providers, operating in more than 800 communities across the country. Our teams work together to deliver the right care at the right time, helping people live safely, independently, and with dignity. Learn more at cbihomehealth.ca [https://www.cbihomehealth.ca/] Because Your Care Matters. CBI Home Health is looking to hire a Full-Time Administrative Assistant based out of our office in Ottawa. The work schedule is Monday to Friday from 8:30 am to 4:30 pm. Salary Range: The salary range for this position is $38,000 - $44,000 per year. Vacancy Disclosure: This job posting is for an existing vacancy Why CBI Home Health? CBI Home Health is more than a workplace – it’s a community. We foster a supportive, inclusive environment where your ideas are valued, your growth is encouraged, and your well-being matters. Here, you’ll work alongside passionate professionals who are committed to making a difference for clients and for each other. Our Total Rewards offerings include: * Comprehensive benefits and rewards package, including group health, dental and vision benefits * Employee Assistance Program * Paid orientation, training and development with opportunities to grow your career What you will do: PRIMARY DUTIES As an Administrative Associate, you will: * Serve as the first point of contact for employees, clients and visitors * Manage reception area to ensure a professional, welcoming and organized front of house environment * Handle incoming communication, emails, and general inquiries and triage to the appropriate department/resource, i.e. Operations, Legal, Human Resources, Finance etc. * Handle faxes, mail and ensure delivery to appropriate person or department * Assist employees with day-to day office needs (access, supplies, workspace issues) * Respond to internal requests and troubleshoot basic issues * Support with distribution of PPE and frontline team member documentation as directed * Ordering and tracking various office supplies, including personal protective equipment (PPE) * Assemble PPE Packages * Collaborate with Mobility Assistant to support the timely provisioning of equipment to staff at Orientation * Engage with new hires and employees by welcoming them to orientation, education sessions, and meetings. * Back-up Medical Testing – training to be provided for this function * Escalate complex issues to the appropriate team/department * Coordinate meeting rooms, bookings and shared spaces * Manage multiple internal stakeholders and mitigating conflicts when rooms need to be changed to accommodate last minute meetings * Manage office supplies and restocking * Support setup for meetings, events, or visitors * Liaise with vendors for routine need (e.g. deliveries, services, etc.) * Manage all parking inquiries and concerns * Work closely with procurement to ensure stock and supply levels are maintained in a cost effective manner. * Maintain an updated front office training manual, ensuring that all policies, messaging and procedures are current – representing the brand and customer experience * Participate actively in the planning and execution of company events where administrative support and direction is required * Handle and maintain confidential and sensitive information and triage to the relevant departments and resources, i.e. triaging legal documents, client records, etc. * Provide administrative support (data entry, scheduling, basic reporting) * Assist leadership or teams as needed for ad hoc administrative tasks * Work in accordance with company health and safety guidelines and procedures; actively participate in safety initiatives, and promptly report any hazards or concerns. * Ensure proper use of routine practices and use of personal protective equipment as required. What you will need to be successful: * 1-2 years' experience in a reception or customer service role * Medical knowledge and/or medical background considered an asset * Attention to detail and ability to work in a fast paced environment * A professional customer service attitude * A creative approach with a can-do attitude * Effective problem-solving skills * Bilingual in both English and French Recruitment Technology Disclosure: We use technology and automation to support administrative aspects of our recruitment process. Artificial Intelligence is not used to evaluate, rank, or select candidates. All hiring decisions are made by people. CBI Home Health is committed to a diverse, equitable, and inclusive workplace. We welcome applications from all qualified individuals and are committed to providing accommodations throughout the hiring process in accordance with applicable legislation. Please advise your recruiter if you require an accommodation.

The Administrative Assistant provides operational support including filing, ordering office supplies, and managing PPE packages. They also handle invoicing, support new hire orientations, and assist with facility and program requirements.

Candidates need 1-2 years of experience in reception or customer service and must be bilingual in English and French. A medical background is considered an asset, along with strong problem-solving skills and attention to detail.

• Group health benefits • Dental benefits • Vision benefits • Employee Assistance Program • Paid orientation • Training and development

• Customer servicePreferred
• Problem solvingPreferred
• Attention to detailPreferred

Identified from the job description. Confirm important requirements above.

• Administrative support
• Customer service
• Bilingualism (English and French)
• Problem-solving
• Attention to detail
• Invoice verification
• Office management
• Medical knowledge
• Office Supply Management
• Administrative Support
• Operational Efficiency
• Workplace Inclusivity
• Recruitment Software
• Bilingual (French/English)
• Artificial Intelligence
• Automation
• Medical Science
• Multilingualism
• Customer Service
• Integrated Care
• Training And Development
• Home Health Care
• Invoicing
• Problem Solving
• Medical Testing
• Personal Protective Equipment
• Detail Oriented

• Administrative
• Healthcare
• Customer Service & Support
• Social Services
• Bilingual Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Minimum experience

0+ years

Posting language

English

Working hours

40 hours per week