Senior Administrative Assistant

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The Opportunity

Reporting to the Executive Director the Senior Administrative Assistant is responsible for coordinating and maintaining the organizations core administrative governance and accountability functions. Specific responsibilities include:

Executive Assistance & Office Support

• Provide day-to-day administrative and organizational support to the Executive Director.
• Manage calendars scheduling meeting coordination and follow-ups.
• Prepare and organize reports presentations and briefing materials.
• Track deadlines priorities and action items across organizational programs & projects.
• Maintain and improve digital and physical filing systems databases and shared drives.
• Coordinate office supplies equipment service contracts and vendor relationships.
• Identify opportunities to improve administrative processes across the organization.
• Support the implementation development and maintenance of new and existing administrative processes.

Governance and Board Support

• Coordinate Board of Directors and committee meetings including scheduling agendas materials and logistics.
• Prepare compile and circulate board packages in advance of meetings.
• Record prepare and distribute accurate meeting minutes and action items.
• Maintain board records governance policies bylaws and related documentation.
• Support onboarding of new board members including orientation materials tracking of terms training and compliance requirements.

Human Resources & Labour Relations

• Support recruitment processes for both unionized and non-union roles including posting positions organizing applications scheduling interviews performing pre-employment checks and maintaining recruitment records.
• Maintain up-to-date hiring documentation and coordinate the distribution of relevant onboarding materials.
• Support HR consultants and leadership with audits reporting policy implementation and record-keeping.
• Assist with the preparation coordination and documentation of collective bargaining processes including proposals briefing materials and meeting logistics.

Financial Support

• Support financial administration including tracking invoices purchase orders contracts approvals and payments.
• Assist with budget tracking internal reporting and preparation of financial summaries for leadership and board use.
• Maintain secure and organized filing systems for confidential records.
• Assist with internal audits reviews and requests for documentation.

Program & Funding Administration

• Provide administrative support to the housing and outreach program and other programs as needed.
• Maintain internal tracking tools related to program deliverables and timelines.
• Support the preparation of materials and documentation for funders auditors and community partners.
• Assist with tracking reporting deadlines deliverables and compliance requirements.

• Post-secondary education in administration business public administration human resources or a related field or an equivalent combination of education and experience.
• A minimum of 5 years of experience in an administrative governance or operational coordination role.
• Experience supporting executive leadership and boards of directors.
• Demonstrated experience with HR and financial administration.
• Strong organizational planning and time-management skills.
• High level of proficiency with office software and digital systems.
• Proven ability to manage confidential and sensitive information with discretion.
• Proficient in Google Workspace and digital file management. HIFIS knowledge would be an asset.
• Some knowledge or willingness to learn trauma-informed practice harm-reduction and gender-based violence frameworks and assets.

Bryony House (HTHA Halifax Transition House Association) is Nova Scotias first and largest transition house. Our services include operating a 24/7 emergency shelter and distress line for women with or without children experiencing intimate partner violence. Our mission is to provide a safe haven for those and their children experiencing intimate partner violence. Our values are:

• Dignity and Respect
• Empowerment Empathy Compassion
• Diversity and Inclusivity
• Integrity Accountability and Trust
• Safety

This role provides the right candidate with the opportunity to work with an amazing team of people dedicated to providing women and children a safe haven free from violence. Our team members also enjoy:

• Comprehensive benefits plan 50% of premiums covered by Bryony House
• An RRSP matching program
• Full-time hours
• Paid time off
• Competitive salary with room for growth in the role

Bryony House is an equal opportunity employer and is committed to building an inclusive and diverse workplace where everyone feels valued respected and empowered to contribute their unique perspectives. We welcome applications from people of all backgrounds experiences and identities.