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Administrative Support Specialist

2 months ago

Yarmouth, Nova Scotia, Canada VON Full time
Job Summary

The Administrative Assistant II provides high-level administrative support to the Senior Management Team, ensuring seamless day-to-day operations and maintaining confidentiality in all aspects of the role.

Key Responsibilities
  • Provides administrative support to the Senior Management Team, including scheduling, calendar management, and travel arrangements.
  • Liaises with the Admin III or alternate to cascade priority requests to the respective leadership team members.
  • Completes timesheets for designated groups and responds to internal and external stakeholders on behalf of direct reports.
  • Documents and populates briefing notes and reports for direct reports, ensuring accuracy and attention to detail.
  • Coordinates meetings, prepares agendas, and circulates minutes in a timely manner.
  • Maintains lists, filing and archive systems, and ensures confidentiality and retrieval of all materials.
  • Processes invoices and accounts receivable, allocating to appropriate cost centers and following up as required.
  • Ensures equipment is operational, troubleshoots issues, and facilitates repairs as needed.
  • May be responsible for maintaining office space plans, liaising with the landlord, and setting up new employees.
  • May be assigned as the primary contact for building issues, including leases, maintenance, security, access, and equipment leasing.
  • May be assigned as the primary liaison for IT within the office, including assigning cell phones and laptops.
  • Supports the onboarding and offboarding of new front-line staff, arranging logistics and removing employee information as required.
  • Supports site-wide initiatives and ensures adherence to internal administrative processes.
Common Responsibilities
  • Promotes the goals and values of VON and their role as an integrated community care provider.
  • Promotes a safe and healthy workplace, ensuring compliance with the provincial Occupational Health and Safety Act and Regulations.
  • Abides by all VON policies and work practices.
  • Abides by all confidentiality and protection of personal information policies, regulations, and practices.
  • Works in collaboration with other staff in a team approach to service delivery.
External and Internal Relationships
  • Interacts frequently with the leadership team to obtain and provide information, often of a confidential nature.
  • Engages with outside vendors and service providers to acquire and maintain equipment.
  • Interacts with the department of health, health authorities, or continuing care agencies.
  • Maintains relationships and provides supporting documents to funders and other stakeholders as required.
Education, Designations, and Experience
  • Post-secondary education in a relevant field or equivalent education and experience.
  • Minimum of one year of relevant administrative support experience in a fast-paced office setting and experience working in a healthcare environment.
  • Demonstrated experience and success in managing small projects.
  • Experience in supporting Human Resources Management administratively is a strong asset.
  • Demonstrated experience writing reports, correspondences, and other communication pieces.
Skills Requirements
  • Proficiency in Windows OS and MS Office Suite programs, as well as Adobe Acrobat.
  • Strong aptitude to learn and use computer applications and software as required.
  • Excellent oral and written communication skills.
  • Excellent interpersonal skills.
  • Able to maintain a consistent professional manner with both internal staff and external stakeholders and to maintain confidentiality at all times.
  • High level of accuracy and attention to detail.
  • Strong problem-solving skills.
  • Strong organizational skills with an ability to prioritize, multi-task, and handle competing deadlines.
  • Demonstrated ability to work both independently and as a team member to achieve desired results.
  • Strong work ethic, reliable, and self-directed.
  • Able and willing to embrace change and effectively manage stresses of a busy office environment.
  • Ability to speak French is an asset in French Designated areas.
Other Requirements
  • Ability to attend off-site meetings as required.
  • A current and original copy of a satisfactory Criminal Records Check required.
  • A Vulnerable Sector Search and/or Child Abuse Registry Check may be required.
  • Ability to speak French is an asset in French Designated areas.