Executive Administrator

3 weeks ago

Halifax, Canada ISANS Full time

**Executive Administrator**

ISANS is seeking a Full-time **Executive Administrator t**o support the efficient and effective operation of the Senior Leadership Team (SLT) by supporting two of its members: the Chief Financial Officer (CFO) and the People & Culture (P&C) Director. The individual in the role proactively takes initiative by providing a wide range of support services in a confidential and sensitive manner, coordinating various ISANS and organizational events, and undertaking project management work as required.

Reporting to the P&C Director and CFO with a dotted line to the Strategic Initiatives Advisor (SIA) [herein referred to as a group, as “Officers”], this position will be responsible for:
**Research and Communications/Writing Support**
- Assisting in researching and drafting of materials such as reports and presentation slides for the Officers
- Collecting and compiling research data, writing summaries and identifying statistical trends
- Assisting with policy updates and communications

**Coordination of Key Initiatives**
- Developing and maintaining an incident-reporting tracking and follow-up process in collaboration with Occupational Health & Safety
- Coordinating ISANS’ client complaints process, including tracking and facilitating responses to complaints
- Coordinating communication and workflows between the Officers and others by developing effective systems

**Procurement for Events and Office Supply**
- Coordinating or consulting on organizational / ISANS-wide in-person events or meetings, upon the request of SLT
- Coordination and facilitation of staff employee events such as staff social or educational events such as organizational training or holiday get-togethers
- Establishing & maintaining key relationships with corporate vendors such as catering companies, local supply stores and retail shops and facilities with rental space for large group events

**Administrative Support**
- Providing proactive confidential administrative support to the Officers including tasks such as:

- Coordinate with the Controller to compile monthly compliance certificate and financial reporting deck for the Audit and Finance committee and Board meetings.
- Maintaining confidential filing systems including financial documents, program contracts and other formal documentation
- Composing and editing correspondence, reports, presentations.
- Responding to inquiries for information from internal and external parties.
- Tracking deadlines and deliverables as instructed by the Officers
- Preparing and distributing documentation, following up on action items.
- Preparing expense reimbursements and following up on credit card receipts.
- Managing meetings and conference registrations, internal and external.
- Making travel arrangements including transportation, accommodations and creating itineraries.
- Facilitating communication on behalf of the Officers, including arranging meetings, preparing meeting packages, disseminating information, collecting feedback, liaising with and maintaining positive relationships and communications with a variety of internal and external contacts
- Other administrative support functions and duties as required

**Education**:

- Post-secondary education in business, administration or office management, or other related discipline

**Experience**:

- 2 or more years experience in a senior-level administrative position
- Experience working in a cross-cultural environment; experience in a non-profit environment preferred
- Experience with computer programs and databases; data input, queries, generating/developing reports, spreadsheets, presentation documents
- Equivalent combination of education and experience will be accepted
- Payroll and/or finance experience considered an asset

**Skills**:

- Strong written and verbal English communication skills
- Ability to work independently and as part of a team
- Strong time management and organization skills
- Additional languages an asset
- Proactive approach and disciplined practice

**ISANS Core Competencies**

**Cultural Competency; Equity, Diversity & Inclusion**
- Embracing the value that different perspectives and cultures bring to an organization

**Collaboration**
- Working collaboratively with others across the organization to achieve shared objectives

**Continuous Learning**
- Continually seeking new knowledge and skills, as well as developing existing capabilities

**Innovative Thinking**
- Introducing new ways of looking at problems and developing useful ideas that are new, better, or unique

**Accountability**
- Holding self and others responsible and accountable to being transparent and principled in our approach and to meeting commitments

**Respect**
- Actively encouraging an environment of fairness, honesty and integrity for all

**Terms of Employment**:

- Indefinite-term contract
- Full-time, 35 hours per week
- Hybrid work environment: work location will be determined by operational requirements, prioriti

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