Executive Administrator or Exec Assistant

Full Time Administrative Antigonish, NS, CA

8 days ago Requisition

Salary Range: $48,000.00 To $53,000.00 Annually

Role Summary

The Administrative Assistant will provide administrative and organizational assistance to the community of L’Arche Antigonish, and in particular to the leadership team and team leaders. The role holder will help us to deliver a planned and cohesive approach to meeting our daily, weekly, monthly, and annual obligations and commitments. Reporting to the Program Coordinator, the Administrative Assistant will be responsible for a wide variety of essential and often time-sensitive tasks and will work closely with house and program leaders to ensure our core members and assistants are well supported.

Key Responsibilities

• Demonstrate a thorough understanding of L’Arche’s Identity and Mission and uphold the core values, traditions, policies, and procedures of L’Arche. Maintain strict confidentiality at all times.
• Support the development and maintenance of the bi-weekly schedule and online community calendar.
• In collaboration with the Homes Coordinator and relevant team leaders, assist with Core Member support needs, including obtaining quotes for specialized services or equipment and coordinating with external agencies such as SONS.
• Coordinate internal reporting processes (e.g., medical appointments, MARS sheets, medication errors, incident reports). Review documentation for accuracy and completeness, identify follow-up requirements, and provide summary reports to the Homes Coordinator and Community Leader as needed.
• Liaise with external organizations to arrange and confirm venues for community events, training sessions, and meetings.
• Assist in preparing for announced and unannounced inspections by the Department of Opportunities and Social Development and support the review and implementation of resulting recommendations.
• Coordinate with the Property and Vehicle Manager to ensure Fire Marshal and Emergency Management Office (EMO) inspections are completed and current.
• Coordinate volunteer onboarding, placement, and support within the community.
• Support the Finance Manager with account reconciliations and the preparation of monthly Disability Support Program invoices.
• Maintain and update internal and national databases, ensuring timely and accurate data entry and reporting. Prepare regular and ad hoc reports as required. This includes handling confidential information, including medical records, with discretion and care.
• Assist in the preparation and distribution of community communications, including internal updates, schedules, and calendars.
• Regularly review, update, and standardize community forms and documents to ensure accuracy, efficiency, consistency, and compliance with L’Arche Antigonish branding guidelines. Ensure current versions are accessible across all homes, programs, and community, and maintain accurate website content.
• Support the HR Officer in coordinating onboarding, core competency training, L’Arche Canada training requirements, and professional development activities. Maintain up-to-date training records, certifications, and attendance reports.
• Support the Occupational Health and Safety Committee in implementing and maintaining the Safety Management System, safe work practices, and required training initiatives.
• Provide administrative support for key human resources functions, including policy compliance tracking, vulnerable sector checks, personnel records, and related documentation.
• Maintain personnel training and employee files, including onboarding, orientation, filing, retention, and archiving of records in accordance with organizational requirements.
• Maintain the online Members’ Portal, Community Manual, and Community Directory, ensuring all documents, policies, procedures, and forms are current and easily accessible.
• Actively contribute to community life through participation on committees, attendance at events, and support of community activities and initiatives.

Qualifications

• Excellent verbal and written communication skills.
• Post-secondary degree or certificate
• Clear police check including vulnerable sector screening.
• Proficient with digital software including Microsoft Office applications
• Strong people skills, mentorship skills and leadership development experience.
• Ability to admit mistakes and learn; asks for and accept help when needed.
• Ability to be flexible and manage the stress of multi-faceted responsibilities.
• Can remain calm, and focused in times of uncertainty and crisis, and can give clear directions.
• Works collaboratively, models and promotes conflict resolution, and is appreciative of others’ efforts.
• Excellent administrative skills; organized, able to set priorities, demonstrates time management skills with timely follow-through on commitments