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| . | Position Title: | . | Administrative Assistant |
Department: | Executive Office |
Reporting to: | Manager, Executive Communications and Administration |
Category: | Non-union |
Last Updated: | 01/09/2012 |
Hours per week: | 37.50 |
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Summary: | The Administrative Assistant is responsible for providing administrative support to the Management Team, and to focus on the effective and efficient day-to-day administration that supports the overall direction of the agency mission and strategic plan. The Administrative Assistant is accountable for the coordination of government funding proposals and reports and also provides support to the agency's HR functions. |
Coordination and Administration
- Perform effective, timely, professional and confidential administrative support for the management team.
- Coordinate the management calendar, and schedule appointments, travel and accommodations for offsite meetings, as required by management team members.
- Establish and maintain complete and up-to-date files and records, tracking mechanisms and policy/guidelines manual, as required.
- Organize the logistics for meetings and compile information in preparation for semi-monthly management and monthly staff meetings such as agendas, reports, research for relevant information and budgets.
- Monitor and respond to correspondence and inquiries, providing support with the resolution and/or directing them to appropriate resources/personnel.
- Liaise with a broad variety of key stakeholders and customers; staff, volunteers, clients, donors, government officials, community partners and others.
- Continually review and recommend ways to streamline administrative process, practice and structure in order to ensure fiscal savings and improve efficiencies for the executive director office and the agency.
- Coordinate various projects that will assist the management team with the delivery of agency strategic plans.
- Other duties as assigned by the Manager, Executive Communications and Administration
Support to the Provincial Women and HIV/AIDS Initiative
- Provide support to the Manager, Provincial Women and HIV/AIDS Initiative in the planning, coordination and implementation of in-person/off-site forums, meetings, webinars and presentations.
- Assist in the coordination of materials and implementation of bi-monthly teleconference meetings;
- Other duties as assigned by the Manager, Provincial Women and HIV/AIDS Initiative.
Government Funding
- Track government funding proposals and reporting submission deadlines.
- Coordinate government funding proposals and reports, including coordinating other staff to produce the documents or writing a draft, compiling final submissions, and coordinating Board/Signing Officer signatures.
- Liaise with government funders as directed by the management team.
Human Resources
- Provide ongoing support to the agency's Human Resources function by coordinating steps in the recruitment process (such as internal job posting and external job advertisements), collecting and screening job applications, maintaining a staff manual, and supporting the orientation of new employees.
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