We are hiring – Administrative Assistant

To apply, please email your cover letter and resume to rita@silverspringscommunity.ca

Please, no phone calls or in person inquiries.

This position is scheduled to start July 2 2024. The posting will remain open until a suitable candidate is found.

About us:

We are a busy, vibrant and fun place to be. Our staff loves what they do and we thrive on being creative and innovative. We have many exciting projects and we are looking for an administrator to join our small team to help us continue to be the best. This position is an essential part of the Community team and works collaboratively with all staff, volunteers and other stakeholders of the Community Association. 

What to expect in the role:

The Administrative Assistant is the first point of contact for the community center. You’ll greet visitors, answer questions about our programs, services and the community in general. Rentals are your main responsibility. You’ll book, facilitate, and coordinate one-off room rentals as well as our long term rentals. Website updating and social media will be a shared responsibility with the Program Coordinator. You’ll also be responsible for our monthly electronic newsletter, which you will edit and proofread for grammar, spelling and style. There will be opportunities to plan and assist with special projects/events as needed. 

Availability

• Permanent Part Time – Approximately 22 hours per week
• Additional time will be required for community events and meetings
• Typical work days are Monday, Wednesday and Friday, 8:30-3:30pm. We can be flexible on the days of work for the right candidate, however Monday and Friday are a must
• We work reduced hours in July and August
• We are closed for two weeks over Christmas break

Reports to: 

General Manager

Responsibilities:

• Greet customers and process phone and walk in registrations for association programs including sports, dance, aerobics, swimming and community events
• Take and process phone and walk in community memberships and update membership database
• Process donations to the community and followup with thank you letter and tax receipt
• Assist with community-building efforts including the Crafter’s Market, Jelly Bean Dances and LEGO Competition.  Includes marketing, registration, planning, setup, takedown and general organization of these events
• Handle rental inquiries and prepare contracts (both single time and long term), and do facility orientation for renters.  Ensure contracts are prepared, sent to be signed and deposits collected.  Follow up with renters when rental payment is due
• New contracts prepared yearly for long term renters
• Phone messages – retrieve, handle or forward – orally and written.
• Field calls for Association Board and affiliates including Preschool, Botanical Gardens, Edible Gardens or any groups that use the facility.
• Open, sort and distribute incoming mail, process outgoing mail.
• Ensure day book entries are current and accurate when making bookings.  Update daybook as needed at least 6 months in advance.
• Update Association website and social media accounts with new posts and ensure that all information is current and relevant
• Monthly newsletter compilation including: gathering article submissions, design, proofreading and other editorial tasks
• Assist General Manager, Program Coordinator and Accountant with daily operations and during our busy season time March-June..
• Other duties as required (i.e.office paper and cardboard recycling, janitorial emergencies during the day).

Skills required:

• Ability to keep information confidential
• Excellent customer service skills including written and verbal communication and interpersonal skills
• Excellent time management, organizational and problem solving skills
• Flexibility 
• Ability to work independently
• Familiarity with Association programs
• Working knowledge of computer programs i.e. Outlook, Excel, Word, CRM software 
• Physically able to move tables/chairs 
• Ability to take initiative to solve problems when they occur in order for the building to operate or for a program to continue