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Executive Administrative Coordinator for Human Resources
3 months ago
Position Overview
Role: Executive Administrative Coordinator for Human Resources
Department: Corporate Services - Human Resources
Employment Type: Regular Full Time
Compensation: $67,772-$84,714 annually, inclusive of comprehensive benefits
Work Arrangement: Hybrid; a blend of on-site and remote work
Work Hours: 35 hours per week
We are pleased to present an opportunity for a dedicated individual to join our esteemed team of HR professionals as an Executive Administrative Coordinator for Human Resources. In this pivotal role, you will deliver administrative assistance to the Director and collaborate with our HR Management Team to ensure a seamless approach to administrative functions.
- Manage the Director's email correspondence
- Collaborate closely with Executive Assistants to achieve shared objectives
- Actively participate in the HR Employee Engagement Committee to help coordinate HR events and town hall meetings
- Organize and facilitate HR training sessions
- Input and track Council Reports and monitor the approval process
- Ensure timely submission of ELT Reports
- Maintain HRMS data for job information, employee absences, and vacation requests
- Draft and review communications, and create reports, memos, presentations, and other documents for the Director
- Support team meetings by scheduling, preparing agendas, and tracking action items
- Provide confidential support to both internal and external stakeholders
- Process employee documentation and manage financial reconciliations for expenses and invoices
- Reconcile purchasing cards, handle requisitions, and oversee express purchase orders
- Prioritize and organize appointments, meetings, and deadlines
- Maintain the divisional Position Management database
- Ensure divisional orientation materials and organizational charts are up-to-date
- Update the divisional FTE report on a monthly basis
- Conduct research, address complaints, and manage routine correspondence
- Prepare meeting agendas, document minutes, and follow up on action items
- Coordinate documents for electronic signatures and manage travel logistics
- Assist the Director with budget preparation and compile information for quarterly reporting
- Provide program and administrative support to various committees within the division
- Work independently while contributing to a collaborative team environment
- Liaise with the Divisional Director, Managers, and Supervisors
- Organize and maintain reports, files, and documentation
- Manage the flow of information, including incoming mail and requests
- Stay informed about departmental and divisional priorities
Qualifications:
- Completion of post-secondary studies in administration or human resources, coupled with relevant HR experience
- Prior experience supporting a manager, director, or executive-level position
- A combination of education and experience may be considered
Skills and Competencies:
- Proficient in advanced MS Office applications, particularly MS Word, Excel, PowerPoint, Visio, SharePoint, OneDrive, and PeopleSoft
- Able to navigate a political environment with demonstrated political awareness
- Strong interpersonal skills with a commitment to customer service
- Excellent writing abilities
- Proven critical thinking skills
- Capable of managing shifting priorities
- Adept at compiling, organizing, and analyzing information
- Demonstrated commitment to diversity, equity, and inclusion
Preferred Qualifications:
- Familiarity with the structure, programs, and services of Human Resources
This role offers the flexibility of a hybrid work arrangement. Candidates must reside within the province.
Interview Process: The recruitment process will incorporate video conferencing technology.
We encourage candidates to monitor their email, including spam and junk folders, for important communications regarding their application.
If this opportunity aligns with your qualifications and experience, we invite you to apply online.
About Our Organization
The Institute for Performance and Learning is dedicated to fostering a community that is safe, inclusive, and accessible, where every individual feels a sense of belonging.
We are committed to maintaining a diverse and inclusive workplace where every contribution is respected and valued. If you require accommodation, please inform us, and we will work to meet your needs.
Please note that we utilize email to communicate with applicants regarding open job competitions and do not employ AI technology in any part of the recruitment process.
