Job Summary
Alder Academy Early Learning Society is seeking an Administrative Assistant to support the Executive Director and/or department. Responsibilities may include typing, filing, data entry, answering phones, managing travel arrangements, obtaining supplies, running and preparing reports, managing all incoming and outgoing mail, composing letters and memos. This role interacts with diverse groups composed of internal and external customers at all levels. Independent judgment is required to plan, prioritize and organize a diversified workload and recommend changes in office practices or procedures. The incumbent is required to provide a high level of confidentiality, to work independently, and to make decisions and exercise judgement when dealing with the program managers, employees, and the public.
Responsibilities:
Administrative Support
- Greet families, visitors, and vendors in a professional and welcoming manner.
- Answer and route phone calls, emails, and other correspondence promptly.
- Maintain organized filing systems for student records, staff records, and operational documents (both paper and electronic).
- Prepare and distribute letters, notices, and center communications as directed.
- Assist with scheduling appointments, meetings, and events for the Executive Director.
Financial & Payment Processing
- Accept and record tuition and other payments in accordance with center policies.
- Issue invoices, receipts, and payment reminders to families.
- Maintain accurate financial records and reports for payments received.
- Assist the Payroll & Finance Manager with data entry, reconciliation, and other financial tasks as assigned.
Executive Director Support
- Provide administrative assistance, including drafting correspondence, preparing meeting materials, and following up on action items.
- Assist with research, data collection, and report preparation.
- Support coordination of programs, events, and initiatives led by the Executive Director.
Payroll & Finance Support
- Prepare and organize payroll-related documents and timesheets for processing.
- Assist in tracking employee hours, leaves, and attendance records.
- Provide basic bookkeeping support and ensure documentation is complete and accurate.
General Center Operations
- Assist with supply ordering, inventory tracking, and vendor coordination.
- Support compliance with licensing and regulatory requirements by maintaining accurate records.
- Assist in organizing and maintaining the cleanliness and orderliness of the office area.
- Provide backup support to other administrative functions as needed.
Other Duties
- Intermediate/advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and intranet/internet
- Strong communication and customer service skills
- Ability to work with a sense of urgency and manage multiple tasks at one time
- Ability to keep confidential matters regarding our business and partners in full confidence
- Ability to meet pending deadlines, prioritize work and emergency work requests
Requirements
- Previous administrative experience is required; experience in Childcare office is preferred.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and general computer skills.
- Strong organizational skills with the ability to manage multiple tasks simultaneously.
- Excellent typing skills with attention to detail for accurate data entry and proofreading.
- Experience with clerical duties including filing, record keeping, and managing correspondence.
- Strong customer service skills with the ability to communicate effectively both verbally and in writing.
- Familiarity with multi-line phone systems is a plus. If you are a proactive individual who thrives in an administrative role and is eager to contribute to our team's success, we encourage you to apply for this exciting opportunity!
Benefits
Alder Academy Early Learning Society provides extended health care coverage for many services not covered by the Provincial Health Care System. This coverage is provided at no cost to employee.
Additionally, Our Employees Enjoys
- Competitive Pay
- Health, Dental, Vision Care, Paramedical Coverage
- Disability, Life and AD&D Insurance, 100% Company Paid Health Insurance
- 3 Weeks Paid Vacation
- 10 paid Sick Days
- 2 Paid Personal Business Days
- 3 Days of Paid Bereavement Leave
- 14 Days Paid Alberta Holidays
- Access to free Breakfast, Lunch, Coffee, Tea, Snacks for only $20.00 contribution monthly.
- Skills Development, Training and Career Advancement Opportunities
- Free Employee Assistant Plan
- Free On-Site Paid Parking
Number of Positions: 1
Position Type: Permanent-Full Time-On-Site
Hours of Work: Monday to Friday 930am to 530pm
Location: 10227 118 St NW, EDMONTON AB T5K 2V4
In accordance with applicable laws (including human rights and accessibility legislation), accommodations will be provided in all parts of the hiring process. Applicants are required to make their needs known in advance.
Alder Academy Early Learning Society is proud to be an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, national origin, age, genetic information, disability, protected veteran status, or any other characteristic or category protected by local, state, provincial, or federal law.
Job Types: Full-time, Permanent
Pay: $36,200.00-$40,657.00 per year
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
Work Location: In person
