Administrative Assistant

Roman Catholic Diocese of Hamilton, Ontario; Hamilton; On-site; CAD 18,000 - 24,000; Part time

Job summary

Mount Mary Immaculate Retreat Centre in Ancaster, ON is seeking a part-time Administrative Assistant to support the Director with bookkeeping, event administration and guest services. The role offers health and dental benefits, a pension plan, and 21 hours per week.

Key duties include client communication, deposits and invoicing, file management, payroll hours submission, and coordination with the archives and facilities teams.

Qualifications

• Post secondary education in bookkeeping and executive assistant administration.
• Experience with fundraising administration and financial reporting.
• Proficiency with QuickBooks and Raiser's Edge.
• Grant writing capability.
• Experience with insurance processes for hosting events.
• Strong customer service and relationship management.
• Excellent communication and organizational skills.
• Ability to work independently and with diverse teams.

Responsibilities

• Answer inquiries and coordinate communications with guests and clients.
• Conduct tours for potential clients and manage deposits and invoices.
• Process payments, scan documents, and file guest bookings.
• Track repairs and monthly/annual inspections; archive records.
• Manage supplies, chapel upkeep, and archiving with diocesan staff.
• Support the Director and Mount Mary staff with administrative tasks.

Skills

Grant writing

Website design

Social media management

Financial management of expenses and &

Education

Post secondary education in bookkeeping and executive assistant administration

Fundraising administration education

Tools

QuickBooks

Raiser's Edge

Job description

Mount Mary Retreat Centre, AncasterPart TimeAncaster, ON

Job Title: ADMINISTRATIVE ASSISTANT

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.
• Financial Reporting skills – QuickBooks, Raiser’s Edge etc.
• 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.

The Diocese of Hamilton is an equal opportunity employer and is committed to fostering an inclusive and accessible work environment. If you are contacted for an interview and require accommodation, please inform the Human Resources Manager.