Job Title: ADMINISTRATIVE ASSISTANT
Location: Mount Mary Immaculate Retreat Centre, Ancaster
Employment Type: Part-Time
Hours: Monday, Wednesday and Friday 9am to 4:30pm (half hour unpaid lunch, 21 hours/week).
Position Summary
Mount Mary Immaculate Retreat Centre in Ancaster, ON is looking for a part-time Administrative Assistant. Reporting to the Director, this position offers a competitive rate of pay, health and dental benefits, and a pension plan.
Primary Responsibilities
- Communication with booked guests and interested clients by telephone, e-mail and in person.
- Conducting tours for potential clients.
- Sending/receiving deposits, invoices, payments.
- Scanning pertinent documents including booking & facility use agreements to clients and collecting signed copies.
- Filing and proper documentation of guest bookings in outlook, electronic folders, and paper folders.
- Verifying and charging for specific groups insurance.
- Collecting and submitting hours for payroll.
- Acting as the customer service face of the organization, with all communication and conducting site inspections etc.
- Tracking of all repairs, monthly & yearly operational inspections.
- Working with the archival department of the diocese to archive important information.
- Inventory management of departmental supplies.
- Management of upkeep of chapel and sacristy including ordering of supplies and organization of both.
- Supporting staff of Mount Mary as needed including acting as administrative support for the Director of Mount Mary.
Requirements
- Post secondary education in bookkeeping, executive assistant administration, and experience with fundraising administration.
- Financial Reporting skills – QuickBooks, Raiser’s Edge etc.
- Grant writing capability.
- Website design and social media training an asset.
- Experience with financial management of expenses and revenues.
- Knowledge of insurance process and policy as it relates to hosting events.
- Welcoming, positive, and accommodating demeanor.
- Self-motivated and has experience working with diverse teams and clientele.
- Superb customer service & relationship management skills and experience.
- Strong attention to detail, and ability to organize and prioritize efficiently.
- Strong Communication and interpersonal skills.
- Ability to work independently and follow instructions.
- Excellent experience navigating Outlook and MS Office.
We thank all candidates for their interest, however, only those selected for an interview will be contacted.
The Diocese of Hamilton is an equal opportunity employer and is committed to fostering an inclusive and accessible work environment. If you are contacted for an interview and require accommodation, please inform the Human Resources Manager.
