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

VON Canada (Nova Scotia); Yarmouth; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant I to provide essential support functions. This role involves managing correspondence, organizing meetings, and assisting with various administrative tasks to ensure the smooth operation of the office. The ideal candidate will possess excellent communication and organizational skills, along with a strong attention to detail. This position offers a chance to work in a dynamic environment where your contributions will directly impact the quality of service provided to the public. If you are detail-oriented and thrive in a collaborative setting, this opportunity is perfect for you.

Qualifications

• Post-secondary education in office administration or related experience required.
• Proficiency in MS Office Suite and Windows OS is essential.

Responsibilities

• Provide administrative support and respond to inquiries in a friendly manner.
• Manage filing systems and prepare various documents as directed.
• Schedule meetings and organize logistics for special projects.

Skills

Excellent oral and written communication skills

Strong organizational skills

Excellent customer service skills

Attention to detail

Ability to maintain confidentiality

Education

Post-secondary education in office administration

Experience in a related field

Tools

Windows OS

MS Office Suite

Scheduling software

Cognos

Job description

Requisition Details:

Employment Status: Temporary, Full-time (1.0 FTE)
Program: Branch Operations

Number of Hours Biweekly: 75

Work Schedule: Days, Evenings

Anticipated End Date: July 2025
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 may include:

• Responds to any general inquiries including answering telephone calls and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly courteous manner.
• Responds to messages from the answering service as required.
• Greets and directs all in-office visitors and in-coming calls.
• Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.
• Responsible for the mail pick-up and drop off.
• Answers general inquiries regarding the VON organization with informed and satisfactory responses.
• Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.
• Schedules and organizes meetings and appointments as requested.
• Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.
• Assists in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.
• Manages filing systems for all client, personnel and general files, ensuring accuracy, security and confidentiality.
• Updates policies/procedures and manuals as required.
• Inputs relevant information and produce reports, statistics and data as directed for the efficient operation of the function.
• Orders supplies, receives and maintains an inventory of required supplies.
• Collaborates with teams to organize logistics for special projects, events and seminars.
• Receives and receipts donation, and bill payments.
• Prepares bank deposits.
• Performs other duties as assigned.

External and Internal Relationships:

• Communicates regularly and follows up with employees, managers and corporate services staff.

Education, Designations and Experience:

• Post-secondary education in office administration, office information technology or a related field or related relevant experience
• Proficiency in Windows OS and MS Office Suite programs
• Experience with scheduling software and Cognos is considered an asset
• Experience with a unionized environment is considered an asset.

Skill Requirements:

• Excellent oral and written communication skills
• Strong organizational skills with an ability to prioritize and multi-task
• Excellent customer service skills
• High level of accuracy and attention to detail
• Able to work both independently and within a team
• Ability to maintain confidentiality at all times

Other:

• Criminal records and vulnerable sector check
• 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, 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.