Administrative Assistant I, Branch Operations - Temporary, Full-time

VON Canada; Lunenburg; On-site; CAD 40,000 - 55,000; Full time

Job summary

A reputable organization is seeking an Administrative Assistant I in Lunenburg, Nova Scotia. The role entails providing administrative support, managing communications, and ensuring efficient office operations. Candidates should possess strong communication skills, organizational abilities, and familiarity with office software. This is a full-time, temporary position with opportunities for growth in a dynamic work environment.

Qualifications

• Post-secondary education in office administration or related field.
• Proficiency in MS Office and Windows OS is required.
• Experience in a unionized environment is an asset.

Responsibilities

• Provide administrative support to the site management team.
• Respond to inquiries and manage departmental communications.
• Schedule meetings and maintain filing systems.

Skills

Communication skills

Organizational skills

Customer service skills

Attention to detail

Ability to multitask

Education

Post-secondary education in office administration

Tools

MS Office Suite

Windows OS

Scheduling software

Cognos

Job description

Requisition Details:

Employment Status: Temporary, Full-time (1.0 FTE)
Program: Branch Operations
Number of Hours Bi-Weekly: 75
Work Schedule: Days, Evenings
Anticipated End Date: January 2026
On-call: No
Existing Vacancy: Yes – we’re currently hiring candidates for an existing vacancy in this position

Job Summary:

The Administrative Assistant I is responsible for administrative support functions to assist VON in providing quality service to the public. The position acts as a resource for the site management team and other team members in the office by collecting and responding to incoming correspondence, creating and formatting documents, and other related job functions.

Key Responsibilities:

1. Responds to general inquiries including answering telephone calls and greeting visitors courteously.
2. Responds to messages from the answering service as required.
3. Greets and directs all visitors and incoming calls.
4. Distributes incoming and outgoing correspondence promptly.
5. Handles mail pick-up and drop-off.
6. Provides informed responses to inquiries about the organization.
7. Manages departmental mail, including mail outs, postal meter, and internal mail.
8. Schedules and organizes meetings and appointments.
9. Prepares general correspondence, memos, forms, minutes, brochures, invitations, staff lists, reports, and other documents.
10. Assists in producing newsletters and standardizing processes and forms.
11. Manages filing systems ensuring accuracy, security, and confidentiality.
12. Updates policies, procedures, and manuals as needed.
13. Inputs data and produces reports and statistics for operational efficiency.
14. Orders supplies and maintains inventory.
15. Coordinates logistics for projects, events, and seminars in collaboration with teams.
16. Receives donations and bill payments, and prepares bank deposits.
17. Performs other duties as assigned.

External and Internal Relationships:

Communicates regularly with employees, managers, and corporate services staff.

Education, Designations, and Experience:

1. Post-secondary education in office administration, office information technology, or relevant experience.
2. Proficiency in Windows OS and MS Office Suite.
3. Experience with scheduling software and Cognos is an asset.
4. Experience in a unionized environment is an asset.

Skill Requirements:

1. Excellent oral and written communication skills.
2. Strong organizational skills with the ability to prioritize and multitask.
3. Excellent customer service skills.
4. High accuracy and attention to detail.
5. Ability to work independently and in a team.
6. Ability to maintain confidentiality.

Other:

1. Criminal records and vulnerable sector check.
2. Use of Personal Protective Equipment (PPE) may be required.

Working Conditions and Physical Demands:

This role requires a detail-oriented approach in a dynamic environment, involving physical activities such as lifting, carrying, bending, reaching, and kneeling. Tasks may require walking, sitting, standing, climbing stairs, and fine hand movements.

Attention Current Employees (Internal Applicants):

If applying for a unionized position and you are a member of its bargaining unit, be aware that this posting may remain open beyond the deadline if not enough applicants apply. The posting may close at discretion or after a rolling deadline as per the collective agreement, with each period treated as a separate posting for seniority considerations.