Executive Administrator

3 weeks ago

Halifax, Canada ISANS Full time

**Executive Administrator**

ISANS is seeking a full-time **Executive Administrator** to support the efficient and effective operation of the Senior Executive Team (SET) by supporting two of its members: the Chief Financial Officer (CFO) and the Chief Client Services Officer (CCSO). 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 Chief Client Services Officer (CCSO), 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 request of SET
- Assisting with coordination and facilitation of staff employee events such as staff social or educational events such as organizational training or holiday get-togethers
- 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:

- 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
- Compiling reports using ISANS’ New Org database
- Maintaining confidential filing systems including financial documents, program contracts and other formal documentation
- 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

**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 (flexible hours: day or evening)
- During the COVID-19 pandemic, your work location may be at ISANS’ office or at home. Work location will be determined by operational requirements, public health recommendations, and government requirements.

**Commencement Date**:ASAP

**Closing Date**:Friday April 28, 2023 - 4:00pm.

Employee referrals are encouraged.

Only t

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