administrative assistant

The Administrative Assistant provides comprehensive administrative, operational, fiscal, and organizational support to the CEO, Operations Director, Program Director, and other site leadership. This position is responsible for coordinating a wide range of administrative functions, maintaining accurate records and information systems, supporting staff scheduling and payroll processes, coordinating meetings and facilities, and assisting with policy, procedure, and work-standard development.

The Administrative Assistant works in a dynamic environment where priorities may change frequently. The position is subject to continual interruptions, requests, and distractions and requires the ability to effectively manage competing priorities while maintaining accuracy, professionalism, confidentiality, and service excellence.

These statements reflect the principal functions of the position but do not describe all work assignments inherent in it.

Administrative Support

• Provide day-to-day administrative support to the CEO, Operations Director, and site leadership.
• Coordinate meetings, including scheduling, preparing agendas and materials, recording and distributing minutes, and arranging meeting space.

• Prepare, format, standardize, and maintain professional documents, reports, presentations, templates, tables, forms, and other administrative materials. Transition documents to electronic format.
• Perform desktop publishing and prepare PowerPoint presentations and other visual materials as required.

• Generate statistical reports, graphs, summaries, and data presentations.
• Input and maintain accurate information in appropriate databases and information systems.

• Scan, organize, file, and maintain electronic and hard-copy documentation (i.e., HR files, receipts).
• Maintain organized records (i.e., inventory) and ensure documents are appropriately filed within SharePoint.

• Support the ongoing maintenance, organization, and accuracy of SharePoint sites and content.
• Develop and maintain standardized documents, templates, forms, and administrative processes.

• Assist with the development and revision of policies, procedures, work standards, and related documentation.
• Review stationery and office supply requirements on a weekly basis and coordinate replenishment as required.

• Provide leadership in administrative processes and foster effective working relationships with staff, leadership, and external contacts.

Staff Orientation, Training, and Scheduling

• Support administrative components of staff orientation and training.
• Scheduling support ? keeping the master staff schedule up to date, including vacation, banked time, other approved leave and time-off requirements.

• Monitor scheduling requirements, identify potential resource needs or gaps, assist with coordination of staffing as required.
• Assist with tracking, organization, monitoring and maintenance of mandatory training records and materials and licenses (i.e., Oxford Learning, CRNS, SALPNS, TDG).

• Support the documentation and tracking of incident reports.
• Support Occupational Health and Safety (OH&S), WHIMIS, and Fire Safey training including maintaining documentation of activities.

• Support OHS meetings (agendas, minutes, communications, filing).
• Assist with ensuring safety information is appropriately communicated, posted, and maintained.

Fiscal and Payroll Support

• Provide administrative support related to payroll processes.
• Provide input into weekly payroll records for site employees and assist with identifying discrepancies or required corrections.

• Track site office expenditures and assist to maintain appropriate financial records.
• Process accounts payable and other routine expenditures in accordance with established procedures (scan receipts).

• Assist the CEO and Operations Director with monitoring fiscal responsibilities.
• Support the identification and review of negative fiscal variances and assist in brains