Administrative Assistant

7 months ago

Kingston, Canada Queen's University Full time

**About Queen's University**

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

Come work with us

**Job Summary**

Reporting to the Director, Employee Wellness Services, the Administrative Assistant performs a broad range of administrative, financial and clerical duties to support the day-to-day function and various projects administered by Employee Wellness Services (EWS). The Administrative Assistant also facilitates communications with internal and external stakeholders and coordinates a variety of university-wide, Human Resources (HR) led events and initiatives.

The Administrative Assistant functions with an exceptional level of accuracy, good judgement, and efficiency. The Administrative Assistant is expected to act with initiative, make decisions independently, work collaboratively and consult with the unit’s staff as required.

**KEY RESPONSIBILITIES**:

- Provides administrative support to the EWS unit by managing calendars and organizing appointments/meetings as needed, maintaining filing systems and databases related to unit operations, preparing and distributing confidential correspondence, drafting documents and reports, and maintaining inventory and ordering office supplies.
- Provides case management of non-complex return to work files. This includes; maintaining the Accommodation Binder, archiving of files, working collaboratively with supervisors, employees, union representatives and HR colleagues to recommend strategies for facilitating a safe and timely return to work from a medical absence and/or development of an accommodation, determining when additional medical information is required and requesting additional information as needed, developing the return to work/accommodation plan, and referring cases to the Specialist or unit Associate Director as required.
- Serves as the primary contact for the EWS unit for questions, comments or concerns, regarding its services or its projects, and uses good judgement to collect pertinent information for the department to respond appropriately. Redirects highly unusual problems to more senior staff and ensures senior staff are advised and aware of important matters requiring their attention.
- Prepares senior staff for meetings, conferences, appointments and special events by researching and compiling documentation and files from a variety of sources in a timely manner to ensure senior staff is adequately prepared, organizing travel if necessary, booking rooms, organizing catering, and other activities to ensure a productive event.
- Arranges and coordinates all travel and accommodation in connection with availability of EWS staff.
- Maintains the confidentiality of all confidential and restricted information.
- Prepares and processes financial transactions related to cheque requisitions, purchases, including ordering supplies, deposits, reimbursements, travel advances/expenses, mileage, purchase orders, journal entries, and arrangements for events (e.g. venues, catering, etc.). Conducts reconciliations to assist in expenditure control.
- Reports modified work arrangements through PeopleSoft to ensure employee payment in a timely manner and reports Central Fund eligible employees to payroll for monthly processing.
- Supports the EWS unit with the development and delivery of workshops, presentations and associated material.
- Supports senior staff and various project initiatives by conducting research, gathering and documenting data for analysis, developing templates and administrative process documents, and preparing regular and adhoc reports/queries necessary.
- Participates on committees and sub-committees as assigned.
- Uses project management skills to lead or support university HR-led events such as Thrive.
- Keeps up-to-date on all relevant legislation, case law and educational changes in the field of Employee Wellness.
- Act as primary liaison with the Associate Vice-Principal (Human Resources) Business Office for all routine matters of housekeeping, maintenance and safety.
- Supports the onboarding of new staff to the unit, including the coordination of technology, telephone and other office equipment.
- Performs other duties as assigned to support the operational requirements of the unit.

**REQUIRED QUALIFICATIONS**:

- Post-secondary degree and/or diploma.
- 2 years’ experience providing administrative support to a department/business.
- Ability to maintain confidentiality while working with a diverse group of clients, many with unique and challenging health concerns.
- Experience coordinating high-profile events that provide a broad range of activities to suite the interests of a diverse com

  • Administrative Assistant

    7 months ago

    Kingston, Canada Queen's University Full time

    Administrative Assistant About Queen's University Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering &...

  • Administrative Assistant

    7 months ago

    Kingston, Canada Queen's University Full time

    **About Queen's University** Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics &...

  • Administrative Assistant

    6 months ago

    Kingston, Canada Northfleet Group Inc. Full time

    **Job Opportunity: Administrative Assistant** Join the dynamic team at Northfleet Group Inc., a leading concrete contractor dedicated to delivering unparalleled services. As our full-time Administrative Assistant based in Kingston, ON, you will play a pivotal role in ensuring smooth operations and fostering a positive work...

  • Administrative Assistant

    7 months ago

    Kingston, Canada Queen's University Full time

    Administrative Assistant About Queen's University Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering &...

  • Administrative Assistant

    4 months ago

    Kingston, Canada Queen's University Full time

    **About Queen's University** Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics &...

  • Administrative Assistant

    6 months ago

    Kingston, Canada Kaymar Rehabilitation Full time

    Kaymar Rehabilitation (Kaymar) is a trusted, professional rehabilitative service provider that provides Occupational Therapy, Physiotherapy, Speech-Language Pathology, Nutrition, and Social Work services to patients of Home and Community Care Support Services (HCCSS). Kaymar has been a contracted provider of HCCSS (formerly SE LHIN) in Kingston and the...

  • Administrative Assistant

    7 months ago

    Kingston, Canada Robert Designs Full time

    **About us** Robert Designs is a small business in Kingston, ON. We are professional and customer-centric. Our work environment includes: - Start-up office setting - Growth opportunities - Relaxed atmosphere - On-the-job training - periodic client site visitations to assist with designs/builds As a new interior Design firm located in the west end of...

  • Administrative Assistant

    6 months ago

    Kingston, Canada E.S. Fox Limited Full time

    **ABOUT US**: Established in 1934 as a small plumbing and heating company, E.S. Fox Limited today is recognized as a pre-eminent Canadian multi-trade Industrial, Commercial, Institutional and Nuclear constructor and fabricator. E.S. Fox Limited works in the industries of oil and gas, petrochemical, mining, pulp and paper, steel, automotive, pharmaceutical,...

  • Administrative Assistant

    6 months ago

    Kingston, Canada E.S. Fox Limited Full time

    **ABOUT US**: Established in 1934 as a small plumbing and heating company, E.S. Fox Limited today is recognized as a pre-eminent Canadian multi-trade Industrial, Commercial, Institutional and Nuclear constructor and fabricator. E.S. Fox Limited works in the industries of oil and gas, petrochemical, mining, pulp and paper, steel, automotive, pharmaceutical,...

  • Administrative Assistant to The Associate

    3 months ago

    Kingston, Canada Queen's University Full time

    Administrative Assistant to the Associate Vice-Principal (Finance and Administration) About Queen's University Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized...

  • Group Administrative Assistant

    21 hours ago

    Kingston, Canada Queen's University Full time

    About Queen's University Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation,...

  • Administrative Assistant

    6 months ago

    Kingston, Canada CIBC Full time

    We’re building a relationship-oriented bank for the modern world. We need talented, passionate professionals who are dedicated to doing what’s right for our clients. At CIBC, we embrace your strengths and your ambitions, so you are empowered at work. Our team members have what they need to make a meaningful impact and are truly valued for who they are...

  • Administrative Assistant

    6 months ago

    Kingston, Canada CIBC Full time

    We’re building a relationship-oriented bank for the modern world. We need talented, passionate professionals who are dedicated to doing what’s right for our clients. At CIBC, we embrace your strengths and your ambitions, so you are empowered at work. Our team members have what they need to make a meaningful impact and are truly valued for who they are...

  • Administrative Assistant

    2 months ago

    Kingston, Canada El Gringo Full time

    **Job Summary** **Responsibilities** - Manage incoming calls, following up with clients and potential leads - Perform general administrative duties including filing, data entry, and weekly inventory - Assist in scheduling appointments and managing calendars. - Proofread documents for accuracy and clarity before distribution. - Collaborate with team members...

  • Construction Administrative Assistant

    7 months ago

    Kingston, Canada Homestead Land Holdings Limited Full time

    **POSITION**:Construction Administrative Assistant **LOCATION**:Kingston **REPORTS TO**:AVP, Construction **About Homestead Land Holdings Limited** Founded in Kingston in 1954, Homestead Land Holdings Limited has grown to become one of Canada's largest and most respected owners of multi-residential apartment buildings. The founding principles of the...

  • Accounting and Administrative Assistant

    1 week ago

    Kingston, Canada Queen's University Full time

    Accounting and Administrative Assistant About Queen's University Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering...

  • Office Administrative Assistant

    7 months ago

    Kingston, Canada Braebury Properties Full time

    Braebury is looking for an outgoing and organized individual to join our team of property management individuals for a one year contract or maybe even longer. As an Administrative Assistant you will be working in our office filing, organizing and assisting the various staff in both Residential and Commercial operations. The Administrative Assistant is...

  • Administrative Services Assistant

    3 months ago

    Kingston, Ontario, Canada beBee Professionals Full time $35,000 - $50,000

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to support our office operations at beBee Professionals in Kingston. As a key member of our team, you will be responsible for ensuring the smooth day-to-day functioning of our office.Key ResponsibilitiesProvide administrative support to our team, including answering...

  • Administrative Assistant

    4 months ago

    Kingston, Canada All Risks Insurance Kingston Full time

    '''Duties''' - Assist customers with inquiries, requests, and complaints in a professional and timely manner - Duties include payment calls, courier, mail and inputting policy into company portals - Analyze customer needs and provide appropriate solutions or escalate to the appropriate department - Perform data entry and maintain accurate customer...

  • LATAM Administrative Assistant

    7 months ago

    Kingston, Canada ESG Solutions Full time

    We are looking for a part-time(up to 20 hours) Administrative Assistant for our LATAM region to support our mining operations. As a LATAM Administrative Assistant , your role involves various responsibilities to support efficient operations and maintain strong client relationships. Billing and Invoicing : Attention to Detail : Ensuring invoices are...