Administrative Assistant

2 weeks ago

Moncton, Canada Kenneth E Spencer Memorial Home Full time

**Job Description: Administrative Assistant**

**Position Title**: Administrative Assistant

**Department**: Administration

**Reports To**: Executive Director of Kenneth E. Spencer Memorial Home

**Location**: Kenneth E. Spencer Memorial Home Inc., Moncton, NB

**Position Summary**:
**Key Responsibilities**:
**Executive Support**:

- Manage the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements.
- Prepare and organize meeting agendas, minutes, and presentations.
- Coordinate and Support the Quarterly Board of Director Meetings
- Coordinate and Support the meetings of the Spencer Home Foundation
- Assist in the preparation of reports, proposals, and other documents as needed.

**Administrative Services Support**:

- Collaborate with the Executive Assistant to the CEO to support administrative tasks and projects.
- Maintain accurate and organized records, files, and databases.
- Assist in the coordination of events, workshops, and training sessions.
- Provide general administrative support, including filing, photocopying, and ordering office supplies.

**Communication**:

- Serve as a liaison between the Executive Director, staff, residents, families, and external stakeholders.
- Draft, edit, and proofread documents and communications.
- Ensure clear and effective communication within the organization.

**Project Management**:

- Assist in the planning and execution of special projects and initiatives.
- Monitor project timelines and deliverables, providing regular updates to the Executive Director and Executive Assistant to the CEO.
- Conduct research and compile data for various projects and reports.

**Office Management**:

- Oversee the maintenance and organization of the Executive Director office.
- Ensure the confidentiality and security of sensitive information.
- Perform other duties as assigned to support the efficient operation of the executive office.

**Qualifications**:

- Post-secondary education in office administration, business administration, or a related field.
- Minimum of 3 years of experience in an administrative support role, preferably in a healthcare or long-term care setting.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Exceptional organizational and time management skills.
- Strong written and verbal communication skills.
- Ability to handle multiple tasks and prioritize effectively.
- High level of professionalism, discretion, and confidentiality.
- Excellent interpersonal skills and the ability to work collaboratively with diverse teams.

**Working Conditions**:

- Full-time position, Monday to Friday, with bi-monthly meetings that take place after regular business office hours. Request for a flexed schedule on those days may be requested in advance.
- Office environment with regular interaction with staff, residents, families, and external partners.

**Job Types**: Full-time, Permanent

Pay: $24.50-$27.50 per hour

Expected hours: 37.5 per week

**Benefits**:

- Company events
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Schedule:

- Monday to Friday

**Education**:

- AEC / DEP or Skilled Trade Certificate (preferred)

**Experience**:

- Administrative: 3 years (preferred)
- Administrative experience: 3 years (preferred)

Work Location: In person

Application deadline: 2025-02-28
Expected start date: 2025-03-03

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