Operations Team Administrator

Commissionaires Nova Scotia; Bedford; On-site; CAD 60,000 - 65,000; Full time

Job summary

Commissionaires Nova Scotia is seeking an Operations Team Administrator to support its executive and operations teams in a dynamic environment. The ideal candidate will have strong administrative abilities and exceptional communication skills, along with a proactive approach to managing stakeholder needs. This role demands attention to detail, the ability to handle sensitive information professionally, and a commitment to building effective working relationships across teams.

Benefits

Health, drug, and dental benefits

Life and accident insurance

Annual vacation package

RRSP / TFSA matching

Education assistance funds

Qualifications

• Experience with administrative support for senior staff.
• Ability to handle sensitive and confidential information.
• Strong organizational and multitasking abilities.

Responsibilities

• Provide administrative support to Executive and Operations teams.
• Assist in project management and document updates.
• Manage meeting preparations and travel arrangements.

Skills

Written communication

Verbal communication

Organizational skills

Relationship building

Proactivity

Education

Bachelor's degree or equivalent

Tools

MS Office

Job description

Are you an Administrative professional looking for an engaging opportunity in a fast-paced, challenging environment?

Commissionaires Nova Scotia (CNS), winner of the 2024 Halifax Chamber of Commerce Not-For-Profit Business of the Year, is at the forefront of providing security services throughout the province and is seeking an Administrator to support our Operations team. In your role as an Operations Team Administrator, you will play an important part in continuing help to CNS deliver excellent security solutions to our clients. This role will provide day-to-day support to our C-Suite and Operations Teams, and assist them in being organized, informed and prepared.

Based out of our Head Office in Bedford you will have exemplary time management skills and the ability to be proactive in anticipating your stakeholder needs. Success in this role hinges on providing exceptional administrative support and youll be expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising a high degree of professionalism and discretion.

WHO WERE SEEKING

This is not a sit behind your desk all day role! Our ideal candidate will be engaged in seeking out the needs of the team members they will be supporting and requires a significant amount of relationship building and strong stakeholder management. Youll be motivated to succeed, engaging, collaborative, professional, highly adaptable, and be able to work independently with a high level of attention to detail. This position requires an individual who is hands on, has a strong work ethic,proven administrative experience, a can-do attitude and a strong track record of supporting senior staff and the members of an operational team.

If youre motivated by the key responsibilities below, then wed love to hear from you!

Duties and Responsibilities

Provides administrative support to members of the CNS Executive Director Team and Operations team

Assists in project management by tracking deadlines and facilitating communication

Updates and maintains office documents, including policy updates

Supports internal needs of all departments within CNS HQ when necessary

Assists in setting up for presentations / meeting preparations and meeting management

Prepares expenses, books travel and monitors calendars for Executive team members

Creates, implements and maintains processes for document capture and data management

Assists with research projects as needed

Manages CNSs Honours, Awards & Recognition program

ISO Audit and Insurance Responsibilities

Manages the administration of the CNS Insurance Program which includes MVA and ADD programs

Manages the administration of the CNS ISO Audit process, with focus on Audit Service Delivery within Operations

Special Projects

Participates in, and conducts research, for special projects and initiatives as required

Ensures the C-suite and senior stakeholders are kept apprised of any project statuses

Ensures deliverables are appropriate and achieved through each phase of the project.

Escalating issues / concerns / roadblocks to C-suite and senior stakeholders, as necessary

Works with outside organizations such as Halifax Regional Municipality Security Programs / Parking, Department of Justice Licensing and Security, and various municipalities within Nova Scotia, to develop strong business relationships

Other additional and / or alternative projects as assigned

THE ROLE

Salary : $60,000 - $65,000

Working Hours : 0800 to 1600hrs Monday to Friday, with some travel across Nova Scotia may be required. Some overtime may be required.

Closing Date : Tuesday July 1 2025

Come join the 2024 Not-For-Profit of the Year award winner for :

Competitive salary package

Health, drug, and dental benefits

Life and accident insurance

Annual vacation package

RRSP / TFSA matching

Loyalty Award program

Education assistance funds and family scholarship programs

Advancement opportunities within a large, national organization

QUALIFICATIONS

Candidates must :

• Be eligible to achieve a Government of Canada personnel security screening

Education : (Minimum Required) : Bachelors degree desirable or an acceptable equivalent of education and experience.

Certifications : Certified Administration Professional (CAP) credential, or Organizational Management (OM) designation would be an asset

Skills and Abilities : (Minimum Required)

• Extremely profession / discrete with strong written and verbal communication skills
• Highly proactive in nature and with advanced organizational skills
• Strong administrative skills with the ability to multi-task
• Highly collaborative with strong relationship-building skills

Professional / Technical Knowledge : (Minimum Required) : Strong MS Office computer skills are required. Must have the ability to understand insurance law and best practices. Must be able to apply and understand bylaws as they pertain to processing special constables.

READY TO JOIN US?

This position is open to external and internal applicants (Commissionaires should include their Corps #) and we encourage veterans of the Canadian Armed Forces and RCMP to apply.

Our goal is to create an inclusive, diverse workplace representative, at all job levels, of the citizens we serve. At Commissionaires we support, value, and respect the different views, cultures and experiences of our employees, clients, business partners and community members. We welcome applicants that identify as Indigenous / Aboriginals, or African Nova Scotians and / or Other Racially Visible Persons, or Persons with Disabilities, or Persons who identify in the 2SLGBTQ+ community or others who reflect the diversity of Nova Scotian communities. If you are a member of one of these equity groups, you are encouraged to self-identify on your cover letter or during the application process.

We thank all applicants for their interest, but only those chosen for an interview will be contacted.

Tags : Administrative Assistant, administration, admin