THE OPPORTUNITY
Under the primary direction and supervision of the Volunteer Coordinator, along with other Therapeutic Team Supervisors, the Administrative Assistant provides administrative and logistical support to Volunteer Services and other Therapeutic Teams. This role supports day-to-day Therapeutic operations by coordinating administrative activities and ensuring efficient communication and organization.
The Administrative Assistant plays an important role in supporting Volunteer Services, Recreation Therapy Services, Rehabilitation Services and Spiritual Care Services initiatives while contributing to a positive experience for volunteers, staff, and residents.
THE ROLE
Key Accountabilities
Therapeutic Teams Administrative Support & Logistics
- Provide administrative support across departments, with particular support to Volunteer Services, Recreation, Rehabilitation, and Spiritual Care.
- Provide day-to-day administrative assistance for volunteer scheduling, communications, records, and assignments.
- Assist with volunteer onboarding, orientation, and related documentation.
- Support volunteer-led programs, special events, and performance groups.
- Prepare schedules, materials, and communications to support effective volunteer services.
- Prepare and organize therapeutic program materials, calendars, posters, forms, tags, photos, videos and other media.
- Assist with event preparation, scheduling, supplies and inventory, maintenance requests, vendors and general administrative follow-up.
- Maintain organized digital files, records, and program resources.
- Provide translation and language support where appropriate.
Communication & Resident-Centered Service
- Provide friendly and professional service to residents, families, volunteers, and staff.
- Respond to routine inquiries and direct requests to the appropriate team.
- Ensure timely distribution of program information, calendars, posters, and notices.
- Maintain a welcoming, professional, and collaborative environment.
THE INDIVIDUAL WHO WILL SUCCEED
- Is aligned with Wing Kei’s vision and mission to continue to deliver excellence in seniors care.
- Demonstrates strong written and verbal communication skills in English and effective interpersonal communication with clients and interdisciplinary teams. Ability to communicate in Mandarin and Cantonese is an asset.
- Strong typing and accurate data entry skills.
- Proficient in Microsoft Office (Word, Excel, Powerpoint) required.
- Experience with Chinese word processing, Canva, Microsoft Photos, Google Docs Editor Apps is an asset.
- Is committed to perform and promote effective work practices and safety awareness.
