Momiji Health Care Society is a non-profit organization dedicated to enhancing theindependence, health, and quality of life of senior citizens, primarily of JapaneseCanadian descent. Our team is passionate about meeting the needs of our seniorcitizens and is committed to working collaboratively and openly with a results-orientedapproach.
We are seeking an experienced and highly organized Administrative Assistant.
This is a full-time, hybrid position working from 9:00 am to 5:00 pm, Monday to Friday,with 37.5 hours per week. Occasional evening and weekend work may be required withovertime eligibility. Additionally, occasional travel may be necessary to various locationsin the community.
About the Role:As the Administrative Assistant, you will be responsible for assisting with Board andCommittee meetings (including taking detailed notes and minutes, ensuring that action
items are followed up on in a timely manner), scheduling appointments, preparing
reports and presentations, and handling other administrative tasks. The role requires
significant integrity and tact, along with a good understanding of Momiji’s programs andfunctions.
The successful candidate must be able to work under time pressures and flexible hours.
They will play a critical role in managing the day-to-day operations of the CEO's office,including scheduling, correspondence, preparing reports and presentations, and otheradministrative tasks.
Major Responsibilities:
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Manage correspondence, scheduling appointments and meetings
Draft, proofread, and edit correspondence, reports, and presentations
Conduct research and provide briefing materials in advance of meetings andevents.
Attend meetings, including board and committee meetings and take detailed
notes and minutes, ensuring that action items are followed up on in a timely
manner.
Coordinate special projects and events, working with other departments andstakeholders to ensure successful outcomes.
Maintain an organized filing system for documents and records
Assist the CEO with addressing tenant concerns and complaints with discretion,
escalating to the CEO as needed.
Provide support to other members of the executive team as needed, such as theMomiji Health Care Society (MHCS), Momiji Seniors Residence (MSR) Board ofDirectors, and supporting the Momiji Foundation Board.
Other duties include event coordination and managing office supply inventory.

Requirements:
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Bachelor's degree or equivalent experience.
5 + years’ proven experience as an administrative assistant or in a similar role
Strong organizational and time management skills.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite and other office software.
Ability to handle confidential information with discretion.
Ability to work independently and manage multiple priorities in a fast-pacedenvironment.
Positive attitude and a strong work ethic.
Flexibility to work outside of normal business hours as needed.
Japanese-language skills are an asset.

Working at Momiji
Our cohesive team is transparent and passionate about meeting the needs of ourclients. Our team is also learning-oriented, open to change, and enjoys the work that wedo.
We strive to build a team that reflects the diversity of the community we work in andencourage applications from traditionally underrepresented groups such as women,visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, andpeople with disabilities. If we can make this easier through accommodation in therecruitment process, please contact us.
If you are interested in this position, please apply right away. As we are actively
recruiting for this position, once a suitable candidate has been selected, we will beclosing this posting.