Description

Job Title: Office Assistant

Reporting Manager: ExecutiveDirector

Job Summary:

Reporting to the Executive Director, the Office Assistant provides crucial support to the Leadership Team by facilitating the smooth operation of the company’s administration. This role involves office management, event planning, set up and administration of new hires and Bergen Garden tenants.

Who we are:

Bergen Gardens, located in North Kildonan, is a unique Seniors Community where those who live, visit and work here experience a culture of creativity, choice, and well-being. Using a citizenship person-directed philosophy, we’re taking the focus away from personal care homes as biomedical solutions to a relationship approach where both Care Partners (staff) and citizens can build community together.

Bergen Gardens offers a friendly and positive work workplace. We believe that when people are surrounded with opportunities to maintain connections with pets, nature, and people of all ages, they will continue to thrive and grow as a person.

Some of the perks that are included in working at Bergen Gardens include competitive wages, a health care spending account, group health benefits, long-term disability, life insurance, and a group DPSP/RRSP matching program. We want work to be a source of pride and personal fulfillment for our staff as they contribute to our joint success

What you'll do:

Administration and Office Management

- Facilitate and coordinate the furnishing of workspaces with all necessary equipment.
- Oversee the ordering of new and replacement computer hardware for new employees. (laptops, desktops, monitors, office phones).
- Manage computer hardware by tracking hardware replacement and assignments.




- Maintain the File Archive physical space, ensuring files are organized and accessible as well as electronic records.
- Coordinate set up of new hires, including, but not limited to arranging IT requirements, preparing and distributing recent hire packages, and completing all other provisioning.
- Coordinate with IT division to ensure tickets are entered, followed up on and completed in a timely manner.
- Order office supplies in accordance with department requests and company policy.
- Manage cell phone distribution by tracking contracts and organizing device renewals.
- Receive and respond to client inquiries and questions through a number of platforms including teams, emails and square messages to ensure timely responses.
- Support Executive Director with email correspondence, managing calendar bookings and receiving/responding to inquiries and concerns from employees.
- Refer and/or redirect calls, emails, or visitors as required.
- Answer telephone and electronic inquiries and relay telephone calls and messages.
- Coordinate and manage staff parking.
- Act as a first point of contact and provide general information to staff, clients, and the public relating to their questions, concerns, or suggestions.
- Prepare and distribute Tenant Packages as new tenants move in.




- Attend floor 6 Tenant meetings; listen, record and communicate tenant feedback to appropriate department.
- Create and design posters in Canva ensuring compliance of Bergen Gardens branding.
- Administer, oversee and manage electronic recycling program.
- Lead the operation of Hospitality suites – including scheduling, administration, and guest services.
- Manage Telus Voip Phone system including managing the dashboard and editing employee data.
- Review and approve SEO documentation to optimize search rankings, ensuring Bergen Gardens maintains top visibility on Google.
- Update menus, and troubleshoot errors with users and Finance Clerk in the ContinYou Care Point of Sale system.

Office and Corporate Events Planning

- Plan, coordinate, and execute staff events, including staff and tenant appreciation events, holiday celebrations, and other internal events.
- Manage event budgets, ensuring cost efficiency and adherence to allocated funds.
- Collaborate with internal departments to align event themes and activities with corporate branding and messaging.
- Develop and maintain relationships with vendors and suppliers to ensure quality service delivery for tenant and staff events.
- Prepare communication and promotional materials for events, including invitations, and managing RSVP lists.
- Ensure compliance with safety, accessibility, and privacy policies during event planning and execution.
- Provide administrative support for events by organizing agendas, overseeing RSVP lists, tracking attendance, and coordinating post-event debriefs.

Other

- Maintain a high level of confidentiality in all interactions.

📌 Office Assistant (Canada)
🏢 Bergen Gardens
📍 Canada