Confidential Administrative Assistant NSYD

2 weeks ago

Sydney, Nova Scotia, Canada Marine Atlantic Inc. Full time

Confidential Administrative Assistant NSYD

Marine Atlantic is seeking a highly skilled and organized Confidential Administrative Assistant to join our Human Resources department in North Sydney, NS. As a key member of our team, you will provide administrative support to our HR department, ensuring the smooth operation of our day-to-day business activities.

About the Role

  • Provide confidential administrative assistance to the Human Resources Department, including filing, faxing, preparing letters, spreadsheets, and presentations.
  • Greets visitors, clients, and callers, answers inquiries, provides information, and takes messages, directing them to the appropriate person or place.
  • Provides administrative support to labour relations activities, including photocopying and collating documents for distribution, mailing, and filing.
  • Develops and maintains filing systems, prepares and receives courier packages, and prepares and compiles reports and data from various HR sources.
  • Forwards incoming general emails and voicemails to the appropriate individual, submits for processing and approvals, maintains and monitors procurement records and documents.
  • Processes and submits for approvals all department invoices with appropriate purchase order information and monitors purchase order levels.
  • Maintains inventory of office supplies, orders supplies as required, and arranges for servicing of office equipment.
  • Supports the recruitment team with scheduling interviews, testing, program administration, and makes travel arrangements, books accommodations, meeting rooms, and catering arrangements.
  • Processes regulatory certificates of competency for employees and forwards those certified copies to the appropriate department.
  • Composes minutes of meetings and distributes them in a timely fashion, orders retirement and service awards gifts, and assists with the Marine Atlantic Scholarship Program.

Requirements

  • High School or GED and Office Administration or Secretarial Degree/Diploma, or a combination of equivalent education, job-related training, and work experience in a related position.
  • Minimum 2 years' experience in an Administrative Assistant role.
  • Proficient typist (50 WPM) and keyboarding skills.
  • Proficient in Microsoft Office applications, including Word, Outlook, and Excel.
  • Excellent communication and interpersonal skills, able to work collaboratively within teams and cross-functionally.
  • Well-developed written, oral, and interpersonal communication skills, and proven analytical skills, with a demonstrated ability to work with a diverse group of demanding professionals.
  • Excellent organization, prioritization, and multi-tasking skills.
  • Ability to work in a confidential environment.

Asset Qualifications

  • Education, training, or experience in the Human Resources field.
  • Chartered Professional in Human Resources (CPHR) Designation would be considered an asset.

About Marine Atlantic

Marine Atlantic is a Federal Crown Corporation that provides a vital ferry service link between Newfoundland and Labrador and mainland Canada. We are dedicated to building and fostering an inclusive and diverse environment, where all employees and customers feel welcomed, valued, and respected.

Why Work for Marine Atlantic?

As part of the Marine Atlantic team, you will participate in a variety of ongoing training programs and development opportunities to navigate your career and chart your course for success. We provide a positive and inclusive work culture that is dedicated to creating an environment which promotes employee growth, career development, and job satisfaction.

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