Administrative AssistantAdvantage Personnel • City of Moncton, NB, CA

Administrative Assistant

Advantage Personnel • City of Moncton, NB, CA

27 days ago

Job type

Full-time

Job description

Job Ttile :

Administrative Assistant

Location : Moncton NB,

Shift :

Monday to Friday, 8 : 30am to 6 : 30pm (35 hours / week most weeks)

Wage : $28-$30 / hour

The Administrative Assistant clerical support to the Executive Director and the Board of Directors.

Principal Responsibilities

Client Support, Communication, Data Collection, and Reporting

Co-ordinate the collection of bursary program data for the Department of Post-Secondary Education, Labour, and Training's (PETL) program. (Involves email communication with colleges and universities.)
Create functional Outlook templates for the PETL bursary program, including the creation of data collection forms.
Create and manage automatic email reminders for PETL bursary programs and entrance scholarships.
Gather data for reports related to the fall bursary program.
Enter Sage business transactions (preferred but not essential).

Board and Committee Support

Manage documents on the shared drive for Board Directors and Committee members.

Book hotel rooms, meeting rooms, and catering as required for in-person Board and Committee Meetings.

Send meeting notifications and reminders of Board and Committee Meetings

Assist the Board Chair in managing the creation and distribution of Board Meeting notices and supporting documents

Assist the Board Chair with the planning and delivery of an Orientation program for new Directors

Record Board Meeting notes (Does not include writing minutes)

Co-ordinate the translation (English & French) of the Foundation's meeting minutes, policies, and other documents

Once a year, verify or update, if indicated, contact information for all Board Members

Notify the Foundation's Bank, Service NB, and the insurance company of any changes to the Board, including the addition of new members or the end‑of‑term resignations.

Use Excel to record some data required for the Foundation's annual report.

Required Education, Competencies, & Experience

College Diploma in Administration Assistant or a similar program

Profi ciency in office software, such as Microsoft Office, Google, scheduling tools, and related applications

Strong written and verbal communication to draft emails, prepare reports, and interact with clients and team members in both of New Brunswick's official languages

Organization and time management to handle multiple tasks, prioritize work, and meet deadlines

Attention to detail for accurate data entry, proofreading documents, and maintaining records

Problem-solving to address scheduling conflicts, office supply shortages, and other unexpected challenges

Ability to work independently and adapt to change

Discretion and confidentiality when handling sensitive information

Team player; ability to work well with others, including clients and government departments.

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Administrative Assistant • City of Moncton, NB, CA

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