Administrative Support Specialist

1 month ago

Yarmouth, Nova Scotia, Canada VON Full time

Job Summary:

The Administrative Support Specialist provides scheduling and administrative support to the Senior Management Team, overseeing office administration and maintaining confidentiality in all aspects of the position.

Key Responsibilities:

  • Performs administrative support for the Senior Management Team.
  • Manages and maintains calendars, schedules, appointments, and travel arrangements for direct reports.
  • Liaises with the Admin III or alternate to cascade priority requests to the respective leadership team members.
  • Completes timesheets for all designated groups.
  • Responds to and/or drafts communications to internal and external stakeholders, both written and oral, on behalf of their direct report.
  • Documents and populates briefing notes and reports for their direct report.
  • Pulls/coordinates/reports KPI data for review with their direct report.
  • Assists management with the maintenance of confidential files such as performance review meetings and files.
  • Arranges and coordinates meetings, including leadership meetings, and other events.
  • Prepares agendas, records minutes, and circulates appropriately in a timely manner, ensuring attention to detail and accuracy.
  • Organizes and maintains lists (e.g. vendor, staff distribution lists), filing and archive systems for documents, reference materials, contracts, and other materials, in both paper and digital formats, ensuring confidentiality and retrieval of all materials.
  • Maintains service provider specialty certificates, ensuring all appropriate documentation is preserved and tracked.
  • Processes invoices and accounts receivable, allocating to appropriate cost centers, and follows up as required to ensure accuracy.
  • Organizes petty cash and Visa reports for regional leadership, including holding relevant money, attaining manager signatures, and completing weekly reconciliation.
  • Ensures equipment is operational, troubleshoots, and facilitates the repair of on-site equipment as needed, ensuring equipment and purchased services meet operational needs.
  • May be responsible for maintaining office space plans, liaising with the landlord for storage and space changes, and setting up new employees in the office.
  • May be assigned as the primary contact for all building issues, including building leases, maintenance, security, access, and the leasing of office equipment.
  • May be assigned as the primary liaison for IT within the office (e.g. assigning cell phones, laptops in consultation with IT).
  • Supports both general and technical onboarding of new front-line staff, arranging all necessary logistics.
  • Supports the offboarding of employees by arranging exit interviews and removing employee information as required.
  • Supports site with systems outages and emergency response.
  • Ensures site adherence to appropriate internal administrative processes (appropriate signatures, cascading of authority).
  • Coordinates site-wide initiatives.
  • Performs all other duties as assigned.

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 workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices, and Procedures.
  • Abides by all VON policies and work practices.
  • Abides by all confidentiality and protection of personal information policies, regulations, and practices, ensuring appropriate safeguards are in place within their role.
  • 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.

Skill 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.

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.

VON Canada is committed to embracing and celebrating equity, diversity, and inclusion (EDI) as fundamental to living out our values of Respect, Compassion, and Excellence in all that we do.

  • Administrative Support Specialist

    4 weeks ago

    Yarmouth, Nova Scotia, Canada Yarmouth appliances and home furnishings Full time

    At Yarmouth appliances and home furnishings, we are seeking an Administrative Support Specialist to join our team. The successful candidate will be responsible for scheduling and confirming appointments, answering telephone calls and relaying messages, and maintaining office supplies and inventory.Key ResponsibilitiesScheduling and Coordination: Schedule and...

  • Administrative Support Specialist

    4 weeks ago

    Yarmouth, Nova Scotia, Canada Yarmouth appliances and home furnishings Full time

    At Yarmouth appliances and home furnishings, we are seeking an Administrative Support Specialist to join our team. The successful candidate will be responsible for scheduling and confirming appointments, answering telephone calls and messages, and greeting people and directing them to contacts or service areas.The ideal candidate will have a college, CEGEP...

  • Administrative Support Specialist

    4 weeks ago

    Yarmouth, Nova Scotia, Canada Yarmouth appliances and home furnishings Full time

    At Yarmouth appliances and home furnishings, we are seeking an Administrative Support Specialist to join our team. The successful candidate will be responsible for scheduling and confirming appointments, answering telephone calls and relaying messages, and ordering office supplies. Additionally, they will be responsible for greeting people and directing them...

  • Administrative Support Specialist

    1 month ago

    Yarmouth, Nova Scotia, Canada VON Full time

    Job SummaryThe Administrative Assistant II provides scheduling/administrative support to their direct report, oversees office administration and maintains a high level of confidentiality in all aspects of the position.Key ResponsibilitiesPerforms administrative support for the Senior Management Team.Provides Administrative support to community corporations...

  • Administrative Support Specialist

    4 weeks ago

    Yarmouth, Nova Scotia, Canada Yarmouth appliances and home furnishings Full time

    Job Title: Administrative AssistantCompany: Yarmouth Appliances and Home FurnishingsJob Summary: We are seeking an organized and detail-oriented Administrative Assistant to support our team. The successful candidate will be responsible for scheduling appointments, answering phone calls and electronic enquiries, and maintaining office supplies.Key...

  • Administrative Support Specialist

    4 weeks ago

    Yarmouth, Nova Scotia, Canada Nova Scotia Community College Full time

    Job SummaryThis Administrative Assistant role is a key position within the Nova Scotia Community College, supporting the day-to-day operations of our office. The successful candidate will be responsible for managing budgets, creating promotional materials, and providing exceptional customer service to our students and staff.Key ResponsibilitiesManage budgets...

  • Administrative Support Specialist

    4 weeks ago

    Yarmouth, Nova Scotia, Canada Yarmouth appliances and home furnishings Full time

    Job Title: Administrative AssistantAbout the Role: We are seeking an organized and detail-oriented Administrative Assistant to join our team at Yarmouth Appliances and Home Furnishings. As an Administrative Assistant, you will be responsible for providing administrative support to our team, including scheduling appointments, answering phone calls and...

  • Administrative Support Specialist

    4 weeks ago

    Yarmouth, Nova Scotia, Canada Nova Scotia Community College Full time

    Job SummaryThis Administrative Assistant role at Nova Scotia Community College is responsible for providing administrative support to the team. The successful candidate will be responsible for managing budgets and trial balances, creating flyers for advertising workshops, managing workshop participants' payments/receipts, managing the website, managing...

  • Medical Support Specialist

    2 weeks ago

    Yarmouth, Nova Scotia, Canada Nova Scotia Health and IWK Health Full time

    Role OverviewNova Scotia Health and IWK Health are dedicated to delivering exceptional healthcare services across Nova Scotia. As a Medical Support Specialist, you will play a vital role in supporting the Infectious Disease Prevention & Management team.About the OpportunityUnder the direction of the Manager, Infectious Disease Prevention & Management, you...

  • Administrative Support Professional

    2 weeks ago

    Yarmouth, Nova Scotia, Canada VON Full time

    Job Description SummaryThe Administrative Assistant II provides scheduling and administrative support to their direct report, overseeing office administration and maintaining confidentiality in all aspects of the position.Key ResponsibilitiesPerforms administrative support for the Senior Management Team.Provides administrative support to community...

  • Administrative Support Coordinator

    7 days ago

    Yarmouth, Nova Scotia, Canada Nova Scotia Community College Full time

    We are seeking a highly organized and detail-oriented Administrative Support Coordinator to join our team at Nova Scotia Community College.This is a full-time position with an estimated salary of $45,000-$55,000 per year, depending on qualifications and experience.Job Description:The successful candidate will be responsible for providing administrative...

  • Administrative Support Professional

    2 weeks ago

    Yarmouth, Nova Scotia, Canada Nova Scotia Community College Full time

    About the PositionThis role is a key member of our administrative team, responsible for providing exceptional support to students and faculty. The successful candidate will be highly organized, efficient, and possess excellent communication skills.Job DescriptionWe are seeking an experienced Administrative Assistant to join our team at Nova Scotia Community...

  • Crisis Support Specialist

    3 weeks ago

    Yarmouth, Nova Scotia, Canada Juniper House Full time

    Job Title: Crisis Support SpecialistJob Summary:We are seeking a skilled Crisis Support Specialist to join our team at Juniper House. The ideal candidate will have a strong background in providing support services to individuals in crisis, with a focus on emotional well-being and stability.Key Responsibilities:Provide emotional support and guidance to...

  • Fuel Delivery Support Specialist

    1 week ago

    Yarmouth, Nova Scotia, Canada Ultramar Full time

    About the OpportunityWe are seeking a reliable and safety-focused individual to join our team as a Fuel Delivery Support Specialist. This role is ideal for someone who enjoys working outdoors and providing excellent customer service.

  • Administrative Assistant

    2 weeks ago

    Yarmouth, Nova Scotia, Canada Nova Scotia Community College Full time

    Job Summary: We are seeking an experienced Administrative Assistant to provide administrative support to our team at Nova Scotia Community College. The successful candidate will be responsible for managing budgets and trial balances, creating flyers for advertising workshops, managing workshop participants' payments/receipts, managing website, managing...

  • Office Support Specialist

    2 weeks ago

    Yarmouth, Nova Scotia, Canada Yarmouth appliances and home furnishings Full time

    About the Role:At Yarmouth appliances and home furnishings, we are seeking a detail-oriented and organized individual to fill the position of Administrative Assistant. As a key member of our team, you will be responsible for providing exceptional administrative support to our staff and management.Responsibilities:Schedule and confirm appointments and...

  • Healthcare Support Specialist

    2 weeks ago

    Yarmouth, Nova Scotia, Canada Nova Scotia Health Authority Full time

    About the OpportunityThe Healthcare Support Specialist provides direct, hands-on care to patients based on their needs and program/unit requirements. As a member of the collaborative care team, this role supports patients' activities of daily living and instrumental activities of daily living. The Healthcare Support Specialist reinforces patient and family...

  • Fuel Delivery Support Specialist

    7 days ago

    Yarmouth, Nova Scotia, Canada Ultramar Full time

    Ultramar's VisionWe are committed to providing equal opportunities to all applicants and strive to create a culture of diversity, equity, and inclusion.About the RoleThis is an exciting opportunity to join our team as a Fuel Delivery Support Specialist. As a key member of our delivery team, you will provide support and assistance to our fuel truck drivers by...

  • Child Support Specialist

    7 days ago

    Yarmouth, Nova Scotia, Canada The Government of Nova Scotia Full time

    About the RoleAs a Child Support Specialist with The Government of Nova Scotia, you will play a vital role in providing support to children, youth, and families connected to the Child and Family Wellbeing program.Key ResponsibilitiesDevelop strategies to provide knowledge, tools, and guidance to families and youth to support independent living and meet their...

  • Branch Operations Specialist

    1 week ago

    Yarmouth, Nova Scotia, Canada Ultramar Full time

    About the RoleWe are seeking a Branch Operations Specialist to support our day-to-day branch operations, including customer-facing responsibilities, inventory management, and administrative tasks.Key ResponsibilitiesSupport office team with customer-facing responsibilities, such as call handling, front counter service, order taking, and account...