Administrative Assistant II, Branch Operations - Full-time

Description

Position at VON Canada (Nova Scotia) Requisition Details :

Employment Status : Regular, Full-time (1.0 FTE)

Program Name : Branch Operations

Work Schedule : Days

Number of Hours Bi-Weekly : 75

On-Call : No

Existing Vacancy : Yes – we’re currently hiring candidates for an existing vacancy in this position Job Summary :   The 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 Responsibilities :

• Performs administrative support for the Senior Management Team.
• Provides Administrative support to community corporations where required.
• Manages and maintains the 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, record 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 centres, and follow-up as required to ensure accuracy.
• Organizes petty cash and Visa reports for regional leadership. This includes 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 and ensures equipment and purchased services meet operational needs.
• May be responsible to maintain office space plan, 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 primary liaison for IT within the office (e.g. assigning cell phones, laptops in consultation with IT).
• Supports both general and technical process onboarding of new front-line staff arranging all necessary logistics.
• Supports the off boarding 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 :

External and Internal Relationships :

Education, Designations and Experience :

Skill Requirements :

Other Requirements

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.