Administrative Assistant: Permanent Full-Time

4 weeks ago

Halifax NS, Canada Hearing and Speech Nova Scotia Full time

Administrative Assistant (AA0124)
Permanent, Full Time
Halifax, NS
Start Date: ASAP
Society’s Act in 1963 provides audiology services to Nova Scotians of all ages and speech-language pathology (SLP) services to preschool children, home schooled children, and adults. HSNS delivers integrated and standardized provincial services in collaboration with its partners (Department of Health, NSH, IWK, DEECD, and others) in 35 clinic sites, located in over 25 communities. We are proud of our accreditation status with Accreditation Canada, and are committed to ongoing quality improvement practices consistent with the standards required by its accreditation partner.
This position reports to the Director of Adult and Mi’kmaq Hearing and Speech Services. The Administrative Assistant role provides advanced administrative support to the Director of Adult and Mi’kmaq Hearing and Speech Services, the Director of Pediatrics and Autism Hearing and Speech Services and the Director of Finance and Operations in accordance with HSNS standards, policies, and values. Working collaboratively with the management team and other administrative professionals as part of a collective team, this position is responsible for the overall coordination of the planning, development, and implementation of the activities of the management team and CEO. This position provides backup for the other Administrative Assistant positions in the Provincial Centre (Executive Assistant to the CEO, Data Analyst, and HR Coordinator).
Provides administrative support to the Director(s) by organizing, prioritizing and responding as appropriate to specific requests for information or assistance;
Coordinates internal and external communication in conjunction with Executive Assistant to CEO;
Liaises with clinical sites, managers and other internal and external stakeholders to HSNS to ensure timely follow-up of issues in progress and to coordinate meetings for and with the Director(s);
Facilitates the organization and implementation of department-wide and province-wide events, including room bookings, invitation to participants, and technology setup;
Prepares, formats, and maintains documents, reports, posters, manuals, presentations, and specific information using various computer programs and databases;
Website and SharePoint design, support and maintenance in collaboration with Executive Assistant to the CEO;
Collaborates with Data Analyst in data mining to create and prepare spreadsheets, graphs, and reports as requested.
A minimum of five years of related experience providing support at the executive level.
The Administrative Assistant must have completed a post-secondary education program, preferably from a recognized business/secretarial/office administrative program. A baccalaureate degree is preferred with an emphasis on business, public relations, English or communications courses.
Experience working in an office environment and providing support at the executive level.
Proficient in Microsoft Office, Visio, and Adobe products.
Ability to manage a high work volume and produce quality products and services.
Knowledge of SharePoint and website tools would be an asset.
We offer a competitive compensation package, pension plan, health & dental benefits.

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