Administrative Assistant

The Administrative Assistant, as the lead administrator for the business unit or service line, coordinates and provides a range of administrative support services to the Site Manager or to the Regional Operations Manager(s), program leaders and regional service line leaders. The incumbent acts as the administrative technical specialist and coordinates the work of other administration staff within the business unit. The incumbent independently carries out administrative activities and provides high-quality, timely, efficient and effective services.

The Administrative Assistant enters and reports data and carries out documents and records management. The incumbent coordinates the preparation of human resources documentation and provides functional guidance to other administrative staff in the business unit.

These duties and responsibilities listed below are representative but not all-inclusive:

• Coordinate and provide administrative support to the Site Manager, or the Regional Operations Manager(s), program leaders and regional service line leaders
• Orient and provide guidance to other administrative assistants to ensure consistency of business unit or service line requirements
• Proofread, review and validate documents prior to manager signature
• Carry out quality control of data entry (e.g. for monthly expenses, time-entry reporting, accounts payable, service billing)
• Generate tracking tools and gather data for manager to meet reporting requirements
• Track budgets for service level agreements and training and development
• Generate, analyze ensure quality and accuracy of data presented to managers (e.g. time sheets, financial reports, performance indicators, human resources-related reports)
• Enter data related to service line transactions and activities in enterprise resource planning system (e.g. budget tracking, time entry, procurement, contract administration)

• Take and prepare minutes of monthly meetings
• Provide administrative solutions to improve site services
• Participate in year-end activities (e.g. prepare year-end financials, set up files and databases for new fiscal year, archive files)
• Other duties as assigned

• Administrative best practices
• Project accounting principles
• Intermediate MS Office expertise, with demonstrated advanced skills in MICROSOFT EXCEL (Pivot Tables, V Look-ups, etc.)
• Records management

• Minimum: college diploma in business or office administration or related field with five years’ relevant experience, or the equivalent
• Preferred: minimum requirements and general accounting courses and/or basic accounting experience

• Use applicable computer software and operating systems
• Manage multiple deadlines and priorities
• Demonstrate attention to detail

• Provide functional advice and guidance to employees
• Coordinate work of other administrative staff in business unit

• Typical office environment with occasional travel

Working with us offers excellent opportunities for growth and advancement—and entitles you to one of the job market’s best benefits packages valued at between 25 and 30% of your salary.

Your package includes:

• 100% employer-paid annual sick leave, and health and dental premiums
• $400 wellness allowance to help cover expenses such as a gym membership
• $2,500 for mental health services on top of regular $2,500 paramedical coverage
• Telus Virtual Health Care and $750 Health Care Spending Account for some expenses not covered under provincial plans

• Life, accidental-death, and short-term disability insurance
• Enhanced in Confidence employee and family assistance program
• Maternity and parental leave top-up plan to 93% of regular gross earnings for up to 37 weeks
• Flexible workplace options, including $400 allowance every two years, to support working from home

• Public-service pension
• Comprehensive vacation and other paid-leave plans, along with deluxe travel benefit plans