Administrative Assistant

Advantage Personnel; City of Moncton; On-site; CAD 30,000 - 60,000; Full time

Job summary

A local staffing agency in Moncton is seeking an Administrative Assistant to provide clerical support to the Executive Director and the Board of Directors. The ideal candidate will be proficient in office software, possess strong written and verbal communication skills in both English and French, and demonstrate excellent organizational abilities. Responsibilities include coordinating data collection for various programs, managing documents for Board meetings, and assisting with scheduling and communications. This role offers a wage of $28-$30/hour.

Qualifications

• Proficient in Microsoft Office and Google applications.
• Able to communicate in both of New Brunswick's official languages.
• Strong organizational skills with the ability to prioritize tasks.

Responsibilities

• Coordinate data collection for bursary programs.
• Manage documents and communications for Board Directors.
• Assist with planning and delivery of meetings and orientations.

Skills

Proficiency in office software (Microsoft Office, Google)

Strong written and verbal communication

Organization and time management

Attention to detail

Problem-solving

Ability to work independently

Discretion and confidentiality

Team player

Education

College Diploma in Administration Assistant or similar

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.