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Administrative Assistant (Permanent, Full-Time)

Edmonton, Alberta

Overview

The Administrative Assistant reports to the Director, Plan Administration and serves as the first point of contact at ARTA. This role provides reception services and administrative support to the Member Services team and senior leadership. The position requires strong organizational, communication, and computer skills, with the ability to manage frequent interruptions while maintaining professionalism and accuracy.

Life at ARTA

The Alberta Retired Teachers’ Association (ARTA) is a vibrant organization made up of 34,000 retired educators and like-minded professionals and is served by an equally engaged team of staff. Created by teachers, we are an Alberta-based not-for-profit linked by a common purpose – to ensure a healthy, active, engaged, and vibrant lifestyle for our members in their retirement.

A rapidly growing organization, ARTA provides an environment where individual contribution is expected and teamwork is encouraged, and where our core values are of the utmost importance. If you have a strong passion for making a difference in people’s lives, are a creative team player, and enjoy building strong relationships with those around you, then we invite you to apply to join our exciting organization.

What You Will Do

Reception Support

- Greet visitors and provide a professional, welcoming experience.
- Manage incoming emails and general correspondence, directing them appropriately.
- Manage meeting room bookings and scheduling, ensuring space availability and readiness.
- Maintain an organized, tidy, and professional reception area at all times.
- Perform general administrative duties, including photocopying, faxing, and file documentation.
- Manage frequent interruptions at the front desk while maintaining high standards of accuracy and customer service.
- Other related duties as assigned.

Administrative Support

- Manage all incoming and outgoing mail and deliveries, including prioritization and accurate distribution.




- Create labels and assist with postage for mass mailouts as requested.
- Maintain the postage meter, including reconciliation, ordering supplies, adding funds (with approval), and coordinating maintenance.
- Observe all pertinent Board policies and administrative procedures and maintain strict confidentiality with regard to the affairs of ARTA, its employees, and members.
- Acquire skills and develop competencies as related to these duties and responsibilities in keeping with changes that may occur from time to time.

Member Services Support

- Update and maintain member contact information to ensure accurate and current records.
- Provide administrative support to the Member Services team, including:
- Member account maintenance (e.g. address changes, status updates).
- Provide application and information packages to recent and existing members.
- Follow up on incomplete or incorrect member information (e.g., returned mail, bounced emails).
- Assist with mass mail-outs such as premium claim statements or other membership notices.
- Direct advanced Member Service inquiries (whether received by email or in-person) to Member Services staff appropriately.

What You Will Bring

- Previous reception or administrative experience in a service-driven environment; experience in a not-for-profit or with retired populations is an asset.
- Post-secondary education in office administration is an asset.
- 1–3 years of experience with Microsoft Outlook and Office; Adobe Acrobat and document management system experience preferred.
- Strong computer proficiency, with the ability to learn new systems and troubleshoot routine issues.
- Excellent interpersonal and communication skills with a skilled, service-oriented approach.
- Strong organizational, time-management, and relationship-building skills, with a high level of discretion and professionalism.

Due to the vulnerable population we serve, employees are encouraged to follow public health recommendations, including staying up to date with vaccinations such as flu and COVID-19. However, vaccination is not a condition of employment.

Apply on Kit Job: kitjob.ca/job/2g8tvg

📌 Administrative Assistant (Reception & Member Services) (Edmonton)
🏢 Alberta Retired Teachers'​ Association (ARTA)
📍 Edmonton