Senior Administrative Coordinator

3 weeks 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 is a Senior Administrative position that demands a high level of initiative and independent judgment. The nature of this position is highly confidential, requiring the incumbent to operate autonomously.

The Executive Assistant will work closely with the Chief Executive Officer and, when necessary, provide administrative support to other management personnel within the organization. This role involves organizing and coordinating office operations and procedures to enhance organizational effectiveness, efficiency, and safety. Strong organizational skills, proficiency in computer applications, and effective communication abilities are essential for success in this position.

All actions must align with the mission of CareerBeacon, upholding its organizational values and commitment to a team-oriented environment.

Qualifications
  • 3 - 5 years of relevant experience, along with a high school diploma or equivalent from a recognized institution, preferably with a business-related certification.
  • Self-motivated individual capable of managing multiple tasks concurrently.
  • Proficient in a variety of administrative and executive support tasks, able to work independently with minimal supervision. Must be well-organized, adaptable, and enjoy the challenges of supporting a diverse office environment.
  • Ability to establish and maintain effective working relationships with the public, employees, management, and other stakeholders.
  • Capable of working under pressure and meeting tight deadlines.
  • Excellent verbal and written communication skills, with the ability to prepare reports and correspondence as needed.
  • Decision-making skills to redirect inquiries and issues in the absence of the Chief Executive Officer.
  • Ability to foster and maintain positive public relations.
  • Flexibility to adapt to changing routines and priorities, with the potential for extended hours as required.
  • Competence in relating to diverse populations, including the elderly and individuals with disabilities.
  • Strong teamwork skills and the ability to collaborate effectively.
  • Demonstrated reliability in previous employment.
  • Professional appearance and demeanor.
  • Physical capability to perform all assigned tasks.
  • Completion of background checks as required.
  • Successful completion of pre-employment medical assessments.
Key Responsibilities:
  • Manage and maintain all administrative records within the CEO's office.
  • Coordinate and attend meetings for the Board of Directors and other committees, including minute-taking and distribution.
  • Collaborate with the CEO to develop meeting schedules, prepare agendas, and ensure all logistical arrangements are handled efficiently.
  • Oversee the organization of the Annual General Meeting.
  • Maintain corporate documents and records.
  • Assist in gathering information for inspections as required.
  • Develop and implement administrative procedures.
  • Prepare reports, presentations, and correspondence for the CEO and leadership team.
  • Serve as the primary contact for office inquiries and multimedia presentation setups.
  • Manage document archiving and ensure secure handling of sensitive information.
  • Coordinate meetings and events for the CEO and leadership team as necessary.
  • Maintain updated emergency evacuation lists for all facilities.
  • Manage the on-call schedule for the leadership team.
  • Ensure the availability of necessary forms and supplies.
Marketing & Communication Duties:
  • Coordinate advertising and marketing efforts, including the production of printed materials.
  • Ensure all marketing materials adhere to brand guidelines.
  • Maintain the organization’s website.
  • Assist in the design and distribution of annual reports and newsletters.
  • Manage the creation of promotional materials as needed.
  • Coordinate advertising placements in various media.
Foundation Support:
  • Assist with fundraising initiatives and events.
  • Maintain relationships with donors to support the Foundation.
  • Manage social media and website content for the Foundation.
  • Utilize software to track donations and manage donor communications.
  • Attend Foundation Board meetings and prepare minutes.
Additional Responsibilities:
  • Maintain confidentiality regarding sensitive information.
  • Complete required training and education.
  • Participate in staff meetings and educational sessions.
  • Foster positive relationships with residents, families, and external partners.
  • Contribute to safety and quality improvement programs.
  • Perform assigned duties during emergencies or disasters.
Health and Safety Responsibilities:
  • Comply with health and safety policies and procedures.
  • Utilize required safety equipment and clothing.
  • Report unsafe conditions or acts to management.
  • Document all accidents and injuries promptly.
  • Take precautions to ensure the safety of residents and staff.
Note:
The responsibilities outlined above represent the primary duties of the position. Additional related tasks may be assigned as necessary to support the operations of the organization.

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