Administrative Assistant
3 days ago
**Job Posting**
- Under the general direction of the Manager, Ferry Operations the Administrative Assistant in Ferry Operations is responsible for providing senior confidential administrative services to the Manager, Ferry Operations. This position also provides services and coordination support to the entire Ferry division (including functional areas of Ferry Operations, Ferry Staffing & Scheduling, Ferry Shore Maintenance, and Ferry Security).
- The Administrative Assistant supports the creation and administration of the Halifax Transit Ferry budget and financial portfolio, provides procurement support for the Ferry Division including sourcing, purchasing and accounts payable, as well as general administrative support to all Halifax Transit Ferry Operations employees.
- The Administrative Assistant makes effective recommendations to the Manager, Ferry Operations regarding improvements to maximize the efficiency of organization in the Ferry Division’s office, and other office related matters. This position requires a team player with an attentive approach to customer service and a focus on quality and order. A high degree of initiative, problem solving, analytical thinking, and an ability to meet tight deadlines with ever changing priorities is required.
- This is a term position, however, may become permanent. If permanency is determined, the incumbent may have their status changed from temporary to permanent without going through a second competition, provided that performance expectations are being met.**DUTIES AND RESPONSIBILITIES**
- Provides administrative support to the Manager, Ferry Operations including:
- Responds to inquiries for the Manager when they are unavailable;
- Coordinates team meetings, including: scheduling, creation of agendas, coordinating meeting room logistics, tracking action items;
- Retrieves SAP reports and data, as well as formats and conducts preliminary analysis of confidential reports from the finance management system.
- Provides administrative support for the Ferry Division including:
- Collect, organize, distribute for review and archive vessel log books, including the Shift Log and the Engine Room Log;
- Collect, organize and archive documents and records;
- Provides procurement support for the Ferry Division including sourcing, purchasing and accounts payable, with a focus on procurement for Ferry maintenance activities;
- Processes and tracks procurement Requisitions and PO’s and updates procurement database;
- Supports the maintenance of training documentation, records crew certificates and database records required to abide by governing Federal Marine Regulations;
- Assists the Supervisor, Crewing and Scheduling to administer the collection, verification and processing of Ridership Data and other KPI’s;
- Assists the Supervisor, Crewing and Scheduling to administer, audit and submit payroll information, prepare and distribute time sheets and overtime reports;
- Assists the Supervisor, Crewing and Scheduling to administer the hiring of new employees and other internal position management related functions including on and offboarding documentation;
- Maintains the currency of notice boards for occupational health and safety information;
- Organizes and administer uniforms for new ferry personnel;
- Organizes, administers and reports issues associated with the Halifax ferry terminal office complex;
- Coordinates vacation schedules for the team, identifying potential conflicts;
- Monitors, orders and distributes stationery and supplies;
- Coordinates all travel arrangements for the Ferry Division team according to HRM policies
- Confidential Meeting Support:
- Participates in meetings with the Manager of Ferry Operations & Supervisory staff, recording confidential minutes;
- Prepares scheduling, background material and agendas for meetings; book facilities, coordinate meeting logistics;
- Maintains a “bring forward” system and pursues action items with staff to ensure there is adequate follow-up;
- Ensures approved minutes are promptly available, both electronically and in hard copy.
- Financial Administration Support:
- Responsible for preparing, and monitoring compensation and cost data against established metrics, for the division’s management staff in a timely and accurate manner;
- Provides budget support; administration of budget preparation, monitoring of cost centers for anomalies etc.
**QUALIFICATIONS**
**Education & Experience**
- Successful completion of grade 12 and a diploma in Office Administration or equivalent;
- Minimum three years related experience in an administrative position providing direct administrative support to managers;
- Experience in the Transit and /or Marine Industry, preferably with an understanding of Transit Marine Operations, considered an asset.
**Technical/Job Specific Knowledge and Abilities**
- Thorough knowledge of current and effective office systems and procedures, and information management principles;
-
-
Administrative Assistant
1 week ago
Halifax, Nova Scotia, Canada CUA Full timeMembers of the CUA Team work to create and deliver a great banking experience to 20,000 individuals and businesses across Nova Scotia. The CUA Difference is a combination of flexible products, personalized service and quick decisions made and delivered by people who know and love our Province. CUA's continued growth and member satisfaction reflects a team of...
-
Administrative Assistant
1 week ago
Halifax, Nova Scotia, Canada CUA Full timeMembers of the CUA Team work to create and deliver a great banking experience to 20,000 individuals and businesses across Nova Scotia. The CUA Difference is a combination of flexible products, personalized service and quick decisions made and delivered by people who know and love our Province. CUA's continued growth and member satisfaction reflects a team...
-
Administrative Assistant
2 weeks ago
Halifax, Canada Arthritis & Injury Care Centre Full timeIf your professional customer service skills are enhanced by a can-do positive attitude, this is a fantastic opportunity to join the Arthritis & Injury Care Centre team. As an Administrative Assistant with Arthritis & Injury Care Centre you will be the face and front line of this organization. **Primary Duties** **As an Administrative Assistant, you...
-
Administrative Assistant
2 days ago
Halifax, Canada Hospice Halifax Full time**Job Posting** **Position Title: Administrative Assistant** **Reports to: Nurse Manager** **Job Status: Permanent, Full-time** **Remuneration: Salary, $45,000 plus Benefits** Hospice Halifax is a compassionate and supportive community of staff members, volunteers and donors dedicated to making dying and living as comfortable and meaningful as possible at...
-
Administrative Assistant
1 week ago
Halifax, Nova Scotia, Canada CUA Full timeMembers of the CUA Team work to create and deliver a great banking experience to 20,000 individuals and businesses across Nova Scotia. The CUA Difference is a combination of flexible products, personalized service and quick decisions made and delivered by people who know and love our Province. CUA's continued growth and member satisfaction reflects a team...
-
Administrative Assistant
4 days ago
Halifax, Canada Acuity Counselling and Therapy Services Inc. Full time**Administrative Assistant** Acuity Counselling and Therapy Services is a multidisciplinary practice with a fast paced environment that is committed to providing timely mental health services to clients in need. We are looking to hire an Administrative Assistant to assist in running the front desk area at our clinic. **Key Responsibilities**: - Answer and...
-
Administrative Assistant
4 weeks ago
Halifax, Canada Thrive Occupational Therapy Full time**Job description** **About Thrive Therapy** Thrive Therapy is proud to be a locally owned and operated company dedicated to providing children, youth, and adult healthcare services across Nova Scotia. We believe that every person is entitled to a satisfying and meaningful life. Our mission is to support and empower our clients to achieve their goals,...
-
Administrative Assistant
7 days ago
Halifax, Canada Dalhousie University Full timePosition Information **Position Title** - Administrative Assistant**Department/Unit** - President's Office**Location** - Halifax, Nova Scotia, Canada**Posting Number** - S222-24**Employee Group** - DPMG**Position Type** - Term**Duration of Contract (if applicable)** - Three Years**Employment Type** - Full Time**Full-time Equivalency (FTE)** -...
-
Administrative Assistant
1 week ago
Halifax, Canada Halifax Regional Municipality Full time**Job Posting** - Reporting to the Chief of Police, this position provides effective control, operation and executive assistance to the Office of the Chief of Police. The position assists the Chief of Police in the areas of communication, planning, report preparation and supervision of support staff. This highly confidential position requires excellent...
-
Administrative Assistant
2 weeks ago
Halifax, Canada Dalhousie University Full time**Position Details**: - Position Information**Position Title** - Administrative Assistant **Department/Unit** - Physiotherapy **Location** - Halifax, Nova Scotia, Canada **Posting Number** - S303-23 **Employee Group** - NSGEU Local 77 **Position Type** - Term **Duration of Contract (if applicable)** - 1 year **Employment Type** - Full...
-
Administrative Assistant
7 days ago
Halifax, Canada Dalhousie University Full timePosition Information **Position Title** - Administrative Assistant**Department/Unit** - Faculty of Management - General**Location** - Halifax, Nova Scotia, Canada**Posting Number** - S347-24**Employee Group** - NSGEU Local 77**Position Type** - Term**Duration of Contract (if applicable)** - 1 year**Employment Type** - Full Time**Full-time Equivalency...
-
Administrative Assistant
2 weeks ago
Halifax, Canada Groupe Rainville & Frères (Maçonnerie Rainville & Frères et Groupe Axino) Full time**Administrative assistant - Construction** **Halifax, Nova Scotia** **Full-time -Permanent - Salary starting at 50k** **Overview** We are looking for an administrative assistant to support the construction management team. **Main duties**: - Office procedures (timesheet, expense report and other procedures) - Control budget expense by tracking...
-
Administrative Assistant
7 days ago
Halifax, Canada PCL Construction Full time**The future you want is within reach.** At PCL, we build the places where life happens and find camaraderie in the process. We're a community of builders committed to building better communities. That's why we're always looking ahead, and not just to the next project or what's next in our industry. We're also looking at what's next for you and how we can...
-
Administrative Assistant
7 days ago
Halifax, Canada Mi'kmaw Native Friendship Centre Full time**Employment Opportunity**: Administrative Assistant **Location**: Halifax, NS **Salary Range**: $29.13 per hour **Employment Term**: Contract November - March 31, 2025 (possibility of annual renewal), Full time and Part time available (1.0 and 0.3) (Some evenings, weekends or Holidays if required) **Reports To**: Health Director and Clinical...
-
Administrative Assistant
1 week ago
Halifax, Canada FAIRVIEW COVE AUTO LTD Full time_Luxury Automotive Administrative Assistant _ Please forward your resumé to: Mr. Jamie Campbell or Mr. Zach Walker Atlantic Acura 30 Bedford Highway Halifax, NS B3M 2J2 Fax: (902) 443-4284 Please note that we thank all applicants but only those being considered will be contacted. No phone calls please. **Job Types**: Full-time, Permanent **Salary**:...
-
Administrative Assistant
2 weeks ago
Halifax, Canada High Class Driving School Inc Full timeAt High Class Driving School, we help students to become a safe driver and confident behind the wheel of the car. Our driving courses offer both classroom and practice behind the wheel. Through our course, students will develop the defensive driving skills and accident avoidance skills. Our courses are engaging and relevant. We base the courses in all of...
-
Administrative Assistant
2 days ago
Halifax, Canada National Research Council Canada Full time**Priority will be given to the following designated employment equity groups**:women, Indigenous peoples* (First Nations, Inuit and Métis), persons with disabilities and racialized persons*. - The _Employment Equity Act_, which is under review, uses the terminology Aboriginal peoples and visible minorities. **City**: Halifax **Organizational Unit**:...
-
Administrative Assistant
2 weeks ago
Halifax, Canada Orthopaedic Surgery Full timeWe are a busy surgical practice looking for an experienced Surgical Administrative Assistant. You must be able to work in a fast-paced, professional, surgical environment. High school education minimum with college degree medical administration is preferred. Our team is strongly committed to inclusion and diversity within its community and welcomes all...
-
Administrative Assistant
5 days ago
Halifax, Canada Orthopaedic Surgery Full timeWe are a busy surgical practice looking for an experienced Surgical Administrative Assistant. You must be able to work in a fast-paced, professional, surgical environment. High school education minimum with college degree medical administration is preferred. Our team is strongly committed to inclusion and diversity within its community and welcomes all...
-
Administrative Assistant
4 days ago
Halifax, Canada LifeWorks Full timeBuild a meaningful career At LifeWorks, we offer more than career opportunities, we provide career opportunities to make meaningful contributions to people’s lives. The extraordinary expertise of a more than 7,000-strong workforce is harnessed to support the employees and families of the organizations we serve. Our innovative programs have a lasting...
