POSITION: Bilingual Administrative Associate
STATUS: Full-Time, Permanent
REPORTS TO: Operations and Privacy Officer
SALARY RANGE: $42,860 to $53,575
The Dementia Society of Ottawa and Renfrew County (DSORC) is a not-for-profit charitable organization that was founded in 1980. DSORC helps people in Ottawa and Renfrew County impacted by dementia by providing guidance and support, social programs, peer engagement, education, information and resources. We serve more than 20,000 people each year within the geographic area of the City of Ottawa and Renfrew County.
JOB SUMMARY
The Administrative Associate plays a key role in supporting the day-to-day operations of DSORC. This front-facing, office-based position is responsible for a range of administrative, technical, and facilities management tasks that ensure smooth operational functioning. The role includes maintaining office systems, coordinating administrative processes, handling tech support issues, and supporting the organization’s HR and governance needs. You will be the first point of contact for callers, visitors, and external vendors.
WORK ENVIRONMENT
This position is based in the Dementia Society’s central office in Ottawa (500-2327 St. Laurent Blvd). The required hours of work are 8:30 am to 4:00 pm, Monday to Friday, with a 30-minute lunch break.
RESPONSIBILITIES
Administrative Support (Full-time, in-office role):
- Greet all in person clients courteously and assist as appropriate.
- Answer all incoming phone calls and direct them appropriately, and record call details within DSORC phone log.
- Maintain and update office inventory, including remote working office supplies and materials.
- Produce and store Xerox reports for operations.
- Process client referrals and maintain Client Request Database.
- Organize and maintain communal office spaces (reception, stock room, kitchen).
- Manage voicemail, checking and responding to messages as needed.
- Maintain accurate and up-to-date employee records, including emergency contacts and organizational chart.
- Provide support with day-to-day technical issues and troubleshooting, in collaboration with the Operations Coordinator.
- Liaise with our IT service provider for tech support and assist with software rollouts.
- Update and maintain DSORC’s internal data dashboard.
- Regularly update the security alarm panel user list to ensure accuracy and liaise with the security alarm company as needed for maintenance or incident response.
Facilities and Office Management:
- Oversee room booking system for office spaces and ensure everything is set up for meetings.
- Coordinate office services and manage relationships with vendors and service providers.
- Liaise with the landlord and coordinate facilities-related services as needed.
Human Resources and Governance Support:
- Assist with HR tasks like maintaining employee trackers and manuals, supporting onboarding/offboarding, and assisting with job postings.
- Maintain and update the organizational chart.
- Provide administrative support for board meetings, including preparing meeting materials.
Technical Support and Coordination:
- Act as the day-to-day liaison for tech support and assist with troubleshooting.
- Support software rollouts and provide tech training to staff as needed.
- Help maintain and update internal data and reporting systems.
QUALIFICATIONS AND EXPERIENCE
- Minimum of 1-2 years in a similar administrative role, with experience in front desk or office management.
- Bilingual (read, write, speak, and understand both English and French) is essential.
- Strong customer service orientation and excellent communication skills.
- Strong organizational and time-management skills, with the ability to handle multiple tasks simultaneously.
- Tech-savvy, with experience in basic troubleshooting and liaising with IT service providers.
- Proficiency in Microsoft Office Suite; experience with CRM or database systems is an asset.
- Experience with HR, governance support, or facilities management is a plus.
