Administrative Assistant

Job Title: Administrative Assistant

Reports to:CEO

Employment Status:Full-time, salaried

Working Conditions: Office environment, hybrid schedule.

Job Summary:

Provide admin support for Sport Nova Scotia programs and for all functions of the executive office, including areas of membership, events, meetings, communications, distributions and corporate registration.

Applications for this role will be accepted until 4pm on Monday, November 24th.

Essential Competencies:

• Expectations of Employment (see below)
• Initiative (see more in "Behavioural Competencies" below)
• Interpersonal Relations
• Problem Solving
• Communication Skills
• Results Orientation

Measurements of Performance:

• Attention to detail
• Timeliness
• Quality of communications

Entry Level Criteria:

• Education: Degree or Diploma in Business or Administration or equivalent
• Proficiency with the Microsoft Suite (Teams, Excel, Outlook, PowerPoint)
• Exemplary skills in database management, data entry, and appointment management

Essential Duties and Responsibilities

Support for Executive Office

• Anticipate and manage CEO appointment calendar
• Provide comprehensive administrative support for the CEO
• Schedule meetings for Board, Executive Committee, Directors, Senior Staff, and Staff meetings
• Act as Liaison for the same groups and the CEO
• Prepare minutes/notes for all meetings
• Coordinate logistics for all meetings
• Coordinate arrangements for AGM
• Book travel arrangements for CEO
• Field general enquiries
• Provide some admin support for senior staff as required
• Prepare and submit Sport NS's annual renewal with the Registry of Joint Stock Companies

Member Services

• Ensure all PSOs have current membership eligibility criteria uploaded and current with Sport NS
• Follow up with PSOs in delinquent membership status
• Respond to all PSO enquiries/submissions for membership
• Provide updated information for communications list/website
• Engage in regular check-ins with PSOs to ensure membership compliance and to ensure current contact information is on file
• Liaise with provincial rep to provide membership status of PSOs

SNS Program Support

• Provide a variety of administrative support to SNS programs
• Review KidSport applications to ensure eligibility requirements are met
• Respond to general email inquiries for KidSport application assistance
• Respond to email inquiries for funding requests
• Request cheques from Finance Department
• Manage and track funding database and pull reports as needed
• Sending follow up communications regarding outstanding funding
• Produce funding confirmation letters
• Perform monthly building inspections

Financial and Compliance Tracking

• Update annual membership invoicing information sheet and share with Finance Department
• Ensure membership renewal fee is submitted and that all members are in good standing for AGM
• Ensure Affiliate Members and Registered Users have paid fees and are Active with RJS.

Team Participation

• Build and maintain effective and collaborative networks and relationships with colleagues and stakeholders
• Participate regularly in staff meetings, events, and staff training
• Participate in OH&S Committee and Connections Committee

Expectations of Employment

Job Knowledge: Commitment to improve knowledge level, skills, and procedures relative to job.

Reliability: Instills full confidence to complete job requirements responsibly with a minimum of supervision.

Ability to Learn: Quickly grasps job requirements; reacts well to pressure.

Adheres to Policies: Complies with all regulations, policies and procedures required by the organization.

Manageability: Responds to coaching and directions of supervisor or manager. Respects the leadership of the organization and our partners.

Mission, Vision and Values: Contributes to Sport Nova Scotia's Mission and Vision and shares Sport Nova Scotia's Values.

Behavioural Competencies

Initiative

Motivation: Sees what needs to be done and steps up. Displays energy and enthusiasm in approaching the job. Is proactive.

Leadership: Able to inspire and motivate teammates to achieve desired results. Able to support, provide feedback and hold each other accountable.

Interpersonal Relations

Collaboration: Able to cooperate with others and maintain effective working relationships; deal effectively with situations that involve attitudes, opinions and feelings of others.

Professionalism: Displays respect for others through conduct, courtesy, manners, alertness, appearance, dress and hygiene.

Teamwork: Contributes to team success by pitching in and supporting team mates outside of own job description.

Problem Solving

Planning & Organizing: Executes work logically. Analyzes problems clearly and determines appropriate solutions. Able to manage multiple priorities.

Decision Making: Assesses tasks objectively, considering long and short-term implications. Makes and executes timely decisions. Works at the appropriate level.

Adaptability: Ability to grasp, interpret and adjust to instructions, new situations, methods and procedures.

Communication

Expression: Possesses verbal and written skills required to convey information and express ideas in a clear concise manner.

Listening: Possesses skill required for taking directions and considering the views of others.

Results Orientation

Financial Responsibility: Contributes to growth of revenue whether by direct or indirect interaction. Manages cost and efficiencies where appropriate.

Responsiveness: Delivers timely, high quality service and treats external and internal clients with courtesy and respect. Client satisfaction is a high priority.

Quality of Work: Exhibits accuracy and thoroughness of work performed.

Quantity of Work/Productivity: Completes expected volume of work; satisfies the expectations of the role.