Administrative Assistant

Hamiltondiocese; Canada; On-site; CAD 25,003 - 35,610; Part time

Benefits offered by this job

Health and dental benefits

Pension plan

Competitive pay

Job summary

Mount Mary Immaculate Retreat Centre in Ancaster, ON is seeking a part‑time Administrative Assistant reporting to the Director. The role offers a competitive rate, health and dental benefits, and a pension plan.

Key duties include guest communications, tours, deposits and invoices, document filing, and payroll submission support. The team emphasizes accuracy, customer service, and independent work within a collaborative environment.

Qualifications

• Post-secondary education in bookkeeping and EA administration.
• Grant writing capability is a plus.
• Experience with fundraising administration is preferred.

Responsibilities

• Communicate with guests by phone, email and in person.
• Conduct tours for potential clients.
• Process deposits, invoices and payments.
• Archive guest bookings and manage scheduling in Outlook.
• Prepare reports and assist with payroll submissions.
• Support Director and archival diocese staff as needed.

Skills

Customer service

Communication

Outlook

MS Office

Teamwork

Independent work

Detail orientation

Education

Post-secondary education in bookkeeping

Executive assistant administration

Tools

Outlook

MS Office

Job description

Mount Mary Retreat Centre, Ancaster Part Time Ancaster, ON

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.
• 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.

TheDioceseofHamiltonisanequalopportunityemployerandiscommittedtofosteringaninclusiveandaccessibleworkenvironment.Ifyouarecontactedforaninterviewandrequireaccommodation,pleaseinformthe HumanResourcesManager.