Administrative Assistant
6 months ago
The Council of Atlantic Premiers aims to represent Atlantic Canadian interests on national issues by improving the existing mechanisms for cooperation and communication among the four Atlantic provincial governments. The council endeavours to create a favourable environment where Atlantic Canadians can actively participate and compete in the global economy, access quality social services and maintain the unique quality of life and environment that distinguishes Atlantic Canada. The council collaborates with all partners to encourage and support a sustainable and prosperous future for Atlantic Canada within a united Canada that values the diversity and equality of all regions.
As the Administrative Assistant, you will be at the heart of our administrative engine, ensuring seamless operations and providing vital support for our staff. You will be the welcoming face at the front desk, assisting visitors and stepping in to support your fellow team members. If you are enthusiastic about maintaining efficiency and making a positive first impression, we invite you to be a crucial part of our team.
**Responsibilities Include, But Are Not Limited To, The Following**
This role requires efficiency, confidentiality, and adaptability in a fast-paced environment. Your contributions are integral to meeting tight operational deadlines and ensuring smooth operations. Key responsibilities include:
- Maintaining and organizing files using SharePoint, ensuring information retrieval is swift and accurate.
- Document management, including faxing, copying, scanning, and filing.
- Processing incoming and outgoing mail efficiently.
- Managing CAP Correspondence and tracking its status
- Responding to general inquiries and routing calls to the appropriate contacts.
- Ensuring discretion when typing a range of documents, including confidential correspondence and reports
- Ensuring files and documentation are organized and up to date.
- Scheduling meetings and managing calendars to keep operations on track.
- Providing logístical support for organizing meetings, planning and preparation.
- Attending meetings and taking accurate notes.
- Setting up and maintaining standardized templates for minute-taking.
- Managing office supplies, including ordering and restocking as needed.
- Other responsibilities include making travel arrangements, coordinating itineraries, and preparing meeting documents.
**Qualifications And Experience**
You will have a one (1) year business course plus a minimum of two (2) years of related experience or an equivalent combination of training and experience.
You thrive in a team-oriented environment, readily supporting colleagues and displaying an initiative-taking approach. You are proficient in Microsoft programs such as Word, PowerPoint, Outlook, Excel, or equivalent office software. Your ability to navigate these tools efficiently is crucial to your role. Experience updating organizational websites would be considered an asset.
You are comfortable working autonomously in a fast-paced, challenging work environment and managing tasks effectively. Demonstrating a high degree of tact and diplomacy is second nature to you, especially when dealing with sensitive issues. Meticulous organization is your forte, and your keen eye for detail ensures nothing slips through the cracks. You demonstrate an ability to build, maintain positive working relationships, and collaborate effectively.
**Equivalency**
**Skills**
We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise. Equivalencies include, but are not limited to:
- Three (3) years of related experience
- A related two (2) year diploma and one (1) year of experience
- A related bachelor's degree
**Benefits**
The Secretariat offers its employees a wide range of benefits, such as Health, Dental, Life Insurance, Pension, General Illness (Short-and Long-Term), and Vacations.
**Working Conditions**
Working in a small office and requiring relations to be built with officials from several jurisdictions, the administrative assistant requires excellent people and relationship-building skills, a willingness to take on diverse tasks, and an ability to work alone and in teams as needed.
Your typical work week is 35 hours/week, 7 hours/day. Sometimes, you may need to work flexible hours to meet deadlines and schedules. Most of your time will be spent at the office in Halifax. The position may, at times, require travel within Nova Scotia or to other Atlantic Canadian Provinces in support of meetings and or conferences.
**What We Offer**
- Engaging workplace. Our Employees feel valued, respected, connected, and tuned in. We have forward-thinking policies and strategies.
- Career Development, where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
**Additional Information**
Applican
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