Age Friendly Cold Lake is a registered charity that is dedicated to enhancing the quality of life, dignity, and independence of all seniors. Age Friendly Cold Lake is seeking a compassionate and dependable Administrative Assistant to support staff in a dynamic and fast-paced environment.
The Administrative Assistant reports directly to the Executive Director and is vital in supporting their work. This role requires exceptional organizational skills, a strong sense of discretion, and the ability to communicate effectively with seniors, adapting to their unique needs. Patience, empathy, and respect for others' experiences are essential, as is the ability to manage multiple tasks, coordinate schedules, and handle sensitive information with professionalism. A strong understanding of relevant technologies will be a key asset in providing the best support to our executive team.
Role Overview
●Schedule: Full-time, 35 hours a week, Monday to Friday
●Wage: $25.17/hr
●Location of Work: Cold Lake Office, 5-5510 56 Street
●Type: Permanent role with annual review of contract
●Benefits: Group Benefits after 3 months of employment (health and dental, life insurance) premiums are a shared cost between the employee and organization (50/50)
Purpose Of the Job
The Administrative Assistant will require a diverse range of skills in their role. Skills include time management, computer proficiency, attention to detail, communication, organization, adaptability, problem solving, customer service, multi-tasking, and confidentiality. Experience in building operational systems, and ability to oversee social media and marketing campaigns will be required.
Key Responsibilities/Job Duties
- ●Provide administrative and technical support to senior staff, acting as a liaison for the Executive Director.
- ●Manage scheduling, travel, communications, and office operations (reception, supplies, IT support, staff training).
- ●Oversee financial records, including payroll, reconciliation, and full-cycle bookkeeping.
- ●Coordinate client scheduling, transportation, events, and community programs.
- ●Ensure data accuracy for funding and compliance reporting, and maintain the organization’s website and social media channels.
- ●Support health and safety initiatives, incident tracking, and compliance with OH&S standards.
- ●Prepare meeting materials, track follow-ups, and ensure effective communication internally and externally.
- ●Establish and coordinate administrative policies for officials, committees, and boards of directors.
- ●Conduct research, prepare reports, and liaise with stakeholders on behalf of executives and boards.
Skill Requirements:
- ●Education: Degree or Diploma in Office Administration, Business Administration or a related field.
- ●Work experience: A minimum of 2 years of proven administrative experience with strong organizational and multitasking skills, preferably in the not for profit industry.
- ●Proficient in English — spoken, and written— with excellent communication skill.
- ●Advanced computer proficiency and comfort with a range of digital tools and platforms.
- ●Excellent communication and customer service skills, including sensitivity when working with vulnerable populations.
- ●Detail-oriented and able to work independently in a fast-paced, dynamic environment.
- ●Flexible, adaptable, and proactive in supporting team and organizational goals.
If you are a motivated and compassionate individual with the skills and experience we are looking for, and are passionate about supporting seniors in our community, we encourage you to apply. Please submit your resume and cover letter detailing your qualifications.
