Administrative Assistant Ii

4 weeks ago

Next Job, Canada VON Canada Full time

Description Position at VON Canada (Nova Scotia) Requisition Details:Employment Status: Temporary, Full Time (1.0 FTE)
Program Name: Tri-County Nursing and Home Support
Number of Hours Bi-Weekly: 75
Work Schedule: Days
Anticipated End Date: July 2023
On Call: No

Job Summary:
The Administrative Assistant II provides administrative support to the Senior Manager or District Executive Directors (DED) and oversees office administration for the corresponding District maintaining a high level of confidentiality in all aspects of the position.Key Responsibilities:Performs administrative duties to support operations including but not limited to completing and submitting administrative forms.Manages and maintains Senior Manager/ DED's schedules, appointments and travel arrangements.Assists the leadership team in confidential performance monitoring of management team members to address workload priorities and assigned duties. Maintains personnel files for all managers in support of this process.Arranges and coordinates meetings, including Leadership meetings, and other eventsPrepares agendas, record minutes and circulates appropriately in a timely manner, ensuring attention to detail and accuracy.Organizes and maintains distribution lists, filing and archive systems for documents, reference materials, contracts and other materials, in both paper and digital formats, ensuring confidentiality and retrieval of all materials. Particular care is taken to maintain service provider specialty certificates and ensuring all appropriate documentation is preserved and tracked.Processes invoices and accounts receivable, allocating to appropriate cost centres, and follow-up as required to ensure accuracy.Organizes petty cash and Visa reports for regional leadership. This includes holding relevant money, attaining manager signatures, and completing weekly reconciliation.Completes timesheets for all senior managers, managers, and administrative staff.Maintains systems of control for supplies and inventories, including ordering supplies, tracking utilizations, maintaining list of vendors, etc. to ensure efficient operations and utilization of resources.Ensures equipment is operational, facilitates the repair of on-site equipment as needed, arranges service calls as required and ensures equipment and purchased services meet operational needs.Maintains the office space plan, liaising with the landlord for storage and space changes and setting up new employees in the office.Acts as the primary contact for all building issues, including building leases, maintenance, security, access and the leasing of office equipment.Acts as primary liaison for IT within the office.Supports the onboarding of new employees arranging all necessary logistics, and organizing introductory interviews.Supports the off boarding of employees by arranging exit interviews and removing employee information as required.Performs all other duties as assigned.External and Internal Relationships:Interacts frequently with the District leadership team to obtain and provide information, often of a confidential nature.Engages with outside vendors and service providers to acquire and

JOB TYPE

Work Day:Full Time

Employment type:Permanent Job

Salary:Negotiable

JOB REQUIREMENTS

Minimal experience:Unspecified

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