Administrative Assistant (2026-10482)

ACCOUNTABILITY OBJECTIVE Our Administration Office Assistants are the heart of our community – they are our guest experience ambassadors! Welcoming guests into our community with a smile, and setting the tone for their experience, Administration Office Assistants are responsible for providing exceptional customer service while upholding a high standard of excellence which represents a key value of our residences. Under the direction of the Office Manager, provides administrative support including clerical and reception duties for the efficient operation of the residence. Background/Qualifications Has completed a minimum of grade 12 education. Minimum two years experience in a receptionist or clerical role within a hospitality setting is considered an asset. Has proven typing and general office administration skills. Must be able to communicate effectively, both written and verbally, in the English language. Be able to work with minimal supervision and demonstrates a strong ability to problem solve. Has proficient computer skills (i.e. Microsoft Office Suite, Word and Excel). Has demonstrated multi-tasking skills and the ability to work well independently and in a team environment. A resident-oriented individual, whose visions and values align with those of the residence. Key Responsibilities Participates in and adheres to continuous quality improvement standards.Don Mills – Administration Office Assistant 2. Key Responsibilities – continued Welcomes and greets residents and visitors of the home. Answers and directs telephone calls in a professional and courteous manner. Assists in ordering, maintaining and monitoring of office supplies and/or store inventory. Fields inquiries including marketing calls and directs them to the appropriate department in a timely manner. Communicates with the Marketing department to ensure a smooth move-in for all residents, which includes welcome packages, resident orientation, allocation of keys, etc. In absence of marketing staff ensures appointments are booked and tours are given. Provides clerical support to the management team and other staff (i.e. data entry, photocopying, faxing filing, minutes, spreadsheets, etc). Calls residents to confirm appointments (i.e. doctor’s, beauty salon, guest meals etc.,) Assists with the security of the Residence by monitoring incoming and outgoing residents, guests, and other people. In the absence of a manager, when required, assists with schedule and call-ins as assigned. Ensures reception area is kept neat and tidy. Processes incoming and outgoing mail. Accepts and signs for deliveries and ensures accurate paperwork flow. Records and stores lost property. Implements and maintains systems for tracking guest meals, including on POS system, revenues from services, added services and special event revenue. Responsible for communications and public relations with residents, family members, staff and general public. Assisting Life Enrichment with the set-up of take-down for programs, activities and special events, as required. Creates and distributes the daily resident census. Maintains necessary contact lists (i.e. residents, emergency, family members, etc). Maintains effective communication, both written and verbal with co-workers. Uses the appropriate lines of communication with supervisory staff.Don Mills – Administration Office Assistant 3. Key Responsibilities – continued Performs other duties as assigned by Office Manager or delegate. Complies with all corporate policies and procedures. Completes all required mandatory training/education. Complies with the Occupational Health and Safety Act, Workplace Safety and Insurance Act, and Workplace Hazardous Material Information System/Globally Harmonized System. This includes recognizing health and safety hazards, reporting incidents, fulfilling responsibilities under the applicable legislation, as well as participating in in-services and fire drills. Participates in the ongoing Fire Prevention, and Pest Control programs and any other programs as required.

Provides administrative and reception support to ensure the efficient operation of the residence and a positive guest experience. Responsibilities include managing phone calls, coordinating resident move-ins, and providing clerical assistance to the management team.

Requires a minimum of grade 12 education and proficiency in Microsoft Office. Experience in a hospitality-based receptionist or clerical role is considered an asset.

• Customer servicePreferred
• Problem solvingPreferred
• Microsoft ExcelPreferred
• Data entryPreferred
• Microsoft WordPreferred
• Inventory managementPreferred

Identified from the job description. Confirm important requirements above.

• Customer Service
• Reception
• Clerical Support
• Microsoft Office Suite
• Word
• Excel
• Data Entry
• Multi-tasking
• Problem Solving
• Written Communication
• Verbal Communication
• Office Administration
• Inventory Management
• Public Relations
• Scheduling
• POS Systems

• Administrative
• Hospitality
• Customer Service & Support
• Healthcare

Minimum education

High school

Minimum experience

2+ years

Apply by

Sep 19, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Entry level