Administrative Assistant

3 weeks ago

Halifax NS, Canada Hearing and Speech Nova Scotia Full time

Hearing and Speech Nova Scotia

Administrative Assistant (AA0124)

Permanent, Full Time

Non-Union Position

Halifax, NS

Start Date: ASAP

End Date: N/A

About Hearing & Speech Nova Scotia:

Hearing and Speech Nova Scotia (HSNS), established under the N.S. 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. HSNS governance is provided by a volunteer Board of Directors in collaboration with the CEO and leadership team. HSNS maintains an accountability agreement with the N.S. Government and operational agreements with Nova Scotia Health and IWK Health.

HSNS is committed to excellence in client & family care. 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.

About the Role:

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).

Additional responsibilities of this role include:

  • Provides administrative support to the Director(s) by organizing, prioritizing and responding as appropriate to specific requests for information or assistance;
  • Coordinates with internal and external contacts, including regional, provincial, and national contacts, regarding scheduling appointments, meetings and other bookings;
  • Coordinates internal and external communication in conjunction with Executive Assistant to CEO;
  • Reviews daily schedule of meetings and materials required by the Director(s). Any changes/conflicts are communicated to the Director(s) as they occur;
  • Provides support to Occupational Health, Safety and Wellness Committee and other committees as assigned;
  • 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);
  • Coordinates travel and accommodation for the Director(s) and annual all-staff meetings;
  • 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.

What we are looking for:

  • 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.
  • Familiarity with government offices and protocols.
  • Proficient in Microsoft Office, Visio, and Adobe products.
  • Takes a proactive view and anticipates change and need for action.
  • Excellent organizational and time management skills.
  • Ability to manage a high work volume and produce quality products and services.
  • Exceptional judgement and discretion, oral and written communication, interpersonal skills.
  • Knowledge of SharePoint and website tools would be an asset.

What we offer:

We offer a competitive compensation package, pension plan, health & dental benefits.

Application Process & Deadline:

Qualified applicants can submit their resume and cover letter to this job posting. This posting will remain open until the end of day April 26, 2024.

As an organization that supports a diverse workplace, HSNS welcomes people from all ethnicities, genders, sexual orientations, age, religion, physical and mental abilities, family status, and political belief and affiliation.

We would like to thank all applicants for their interest; however, only those selected for an interview will be contacted. As part of our selection process, the qualified applicants chosen for a potential interview will be contacted for a pre-interview discussion.

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