Administrative Assistant

3 weeks ago

Halifax, Canada Canadian Museum of Immigration at Pier 21 Full time

**Welcome Home to Canada Program**

**Job Title**: Administrative Assistant

**Duration**: 6 months from May to October 2024

**Wages**: $16.65 per hour

**Reports to**: Corporate Secretary and Chief of Staff and Vice President, Operations

**Hours**: 37.5 hours a week with two (2) paid rest periods of 15 minutes and one 30 minute unpaid lunch break each day, Monday through Friday from 8:30 a.m. - 4:30 pm

**Application Deadline**: 5pm on March 22, 2024

**_Program eligibility_**
- You must be either a permanent resident of Canada, Canadian citizen born outside of Canada (this means you have immigrated to Canada and have become a Canadian citizen) or a protected person as defined in Section 95 of the Immigration and Refugee Protection Act who is legally entitled to work in Canada and Nova Scotia

AND
- You are unemployed or underemployed and facing barriers to employment such as lack of previous Canadian work experience, foreign credentials, language barriers or lack of professional networks.

**_Position Summary_**

The Administrative Assistant is responsible for providing professional and comprehensive administrative support to both visitors and internal staff members. The Administrative Assistant supports a team of professionals and demonstrates initiative in accordance with the organization’s office routines and procedures. The Administrative Assistant may perform duties that require significant confidentiality, sensitivity, tact, and maturity. The incumbent will demonstrate discretion in preparing, disclosing and handling information of a confidential, controversial and sensitive nature; establish work priorities and will possess strong interpersonal and organizational skills.

**_Responsibilities_**
- Administration_
- Receives and compiles various internal items from staff and the Senior Leadership Team (SLT). Examples include: staff meeting updates, event invitations/RSVPS.
- Provides support for planning and execution of internal events.
- Provides support for internal forms and expense claims.
- Provides support for organization of procurement and contract systems.
- Maintains filing systems and ensures that these systems are up-to-date (paper and digital).
- Reception_
- Answers phone using Active Offer and operates switchboard to forward calls to appropriate departments.
- Welcomes and greets clients and visitors to the reception area, answers queries and directs visitors to the appropriate staff person.
- Opens and distributes incoming regular and electronic mail.
- Collects, sorts, and prepares outgoing mail and courier deliveries.
- Provides support to Museum departments for mail-outs and other projects.
- Makes necessary preparations for internal meetings (i.e. room availability, coffee, etc.) and provides support with meeting minutes if required.
- Maintains reception area and ensures brochures, magazines, newsletters are available for reference.
- Ensures office equipment is in working order.
- Ensures the adequate supply of stationery throughout office spaces.
- Performs other support duties as required ensuring smooth and efficient operation of the organization.
- Risk Management_
- Reports risk issues to managers.

**_Skills Required_**
- Excellent attention to detail.
- Strong verbal and written communication skills in English.
- Strong data entry skills.
- Ability to work with mínimal supervision.

**_Competencies_**
- Customer Focus - knowledge and ability to provide high levels of service to both internal staff and external customers, leading to high customer satisfaction and established relationships.
- Communication - knowledge of various communication methods, and the ability to present and receive information in the most appropriate and effective matter.
- Problem Solving - knowledge of problem-solving and decision-making techniques, and the ability to generate solutions to problems, then decide on a course of action.
- Adaptability - knowledge and ability to effectively manage ones’ own behavior and positively influence the actions of others during times of change, stress or uncertainty.
- Integrity and Trust - ability to operate with a high degree of honesty and openness, such that respect and trust is earned by coworkers and customers.

**_Working Conditions and Physical Demands_**

The work environment is in an office setting, primarily with the Operations and Executive Office teams. These teams use a combination of telework and on-site workspaces for collaboration. The Administrative Assistant position is an on-site position with a fixed schedule in office, Monday through Friday from 8:30 a.m. - 4:30 p.m. The position requires lifting and moving objects from 0 - 20 kgs.

**_How to apply:_**
- In your cover letter, please tell us how you meet the program eligibility.

**Job Type**: Contract

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