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Senior Administrative Coordinator

3 months ago

St John's, Newfoundland and Labrador, Canada CareerBeacon Full time
CareerBeacon Job Description

DEPARTMENT: Administration
JOB TITLE: Executive Assistant
CLASSIFICATION: Non-Bargaining

Position Overview
This role represents a pivotal Senior Administrative position that demands a high level of initiative and independent decision-making. The nature of this position is highly confidential, requiring the ability to operate autonomously.

The selected candidate will collaborate closely with the Chief Executive Officer and, when necessary, extend administrative support to other management personnel within the organization. Responsibilities include organizing and streamlining office operations and procedures to enhance organizational effectiveness, efficiency, and safety. Strong organizational skills, proficient computer capabilities, and effective communication skills are essential for success in this role.

All actions must align with the mission of CareerBeacon, upholding its organizational values while demonstrating commitment to the corporate team and the principles of Resident-Centered Care.

Key Qualifications
  • A minimum of 3 - 5 years of relevant experience, complemented by graduation from a recognized high school, vocational school, or technical institute with a certificate in a business-related program.
  • Self-motivated individual capable of managing multiple tasks concurrently.
  • Proficient in a variety of administrative and executive support tasks, with the ability to work independently with minimal supervision. Well-organized, adaptable, and enthusiastic about the administrative challenges associated with supporting a diverse team.
  • Ability to establish and maintain effective working relationships with the public, employees, management, Board members, union representatives, and clients.
  • Capable of working under pressure and meeting tight deadlines.
  • Effective oral and written communication skills, with the ability to prepare reports and correspondence as needed.
  • Ability to make informed decisions in redirecting inquiries and issues in the absence of the Chief Executive Officer.
  • Proficient in promoting and maintaining positive public relations.
  • Flexible and adaptable to changing routines and priorities, with a willingness to work outside regular hours if necessary.
  • Ability to relate to elderly clients and those with cognitive or physical disabilities.
  • Strong team player with the ability to collaborate effectively with others.
  • Good previous work history and attendance record.
  • Professional appearance and demeanor.
  • Physically capable of performing all assigned duties.
  • Must provide a Criminal Record/Vulnerable Person check and Social Development check.
  • Must pass a pre-employment medical examination.
Primary Responsibilities
  • Oversee the operation and maintenance of all administrative records within the CEO's office.
  • Coordinate and attend meetings of the Board of Directors and other organizational committees as required, documenting minutes and distributing them as necessary.
  • Work closely with the CEO to develop the Board meeting schedule, prepare agendas, and ensure timely communication with Board members.
  • Coordinate the Annual General Meeting and maintain organizational corporate documents.
  • Collaborate with the CEO and Leadership Team to gather information for Annual Inspections as required.
  • Develop and implement administrative procedures.
  • Maintain various corporate documents and information, including health and safety records and Board manuals.
  • Prepare reports, presentations, memorandums, proposals, and correspondence for the CEO and Leadership Team as required.
  • Serve as the primary contact for office inquiries and assist with multimedia presentations.
  • Manage the documentation archive, ensuring secure storage and timely destruction of documents as required.
  • Coordinate meetings and events for the CEO and Director's team as needed.
  • Maintain up-to-date evacuation lists for all buildings in case of emergencies.
  • Coordinate the on-call schedule for the Leadership Team.
  • Manage master keys for staff mailboxes and other essential keys.
  • Ensure the supply of necessary forms is maintained.
Marketing & Communication Duties
  • Coordinate advertising and marketing efforts for the organization, including the development of printed materials such as brochures.
  • Ensure all printed materials adhere to the organization's branding guidelines.
  • Maintain the organization's website.
  • Assist in the design, production, and distribution of the Annual Corporation Report.
  • Contribute to the creation of Community and Staff Newsletters.
  • Design and produce flyers, notices, and posters as required.
  • Coordinate any necessary advertising, including newspaper and radio promotions.
Foundation Support
  • Assist the Executive Director with fundraising initiatives, including events and campaigns.
  • Foster relationships with donors to support the Foundation.
  • Maintain the Foundation's social media presence and website.
  • Utilize Gift Works software to track donations and issue tax receipts.
  • Attend Foundation Board meetings, documenting proceedings and preparing minutes.
Additional Responsibilities
  • Maintain confidentiality regarding sensitive information.
  • Complete required annual education and training.
  • Participate in staff meetings and educational sessions as necessary.
  • Foster positive public relations with residents, families, coworkers, volunteers, and external partners.
  • Engage in and promote attendance support and quality service programs.
  • In the event of a fire or other emergencies, perform assigned duties as necessary.
Health and Safety Responsibilities
  • Comply with the organization's Health and Safety Policy and safe work practices.
  • Utilize required safety equipment and clothing as mandated.
  • Report any unsafe conditions or acts to supervisory personnel.
  • Report all accidents and injuries promptly.
  • Take all reasonable precautions to ensure the safety of residents and coworkers.
Note
The above duties represent the core responsibilities of the position. Additional related duties may be assigned as necessary to support the operations of the organization.