Confidential Administrative Assistant NSYD

Requisition ID: 722

Location: North Sydney, NS

Annual Salary (40 hours/week): $54516.8 – $68147.04

Application Closing Date: 09/12/2024

Application Closing Time: 23:59 hours Atlantic Time

Marine Atlantic is dedicated to creating an environment which promotes employee growth, career development, and job satisfaction. Our employees embody our core values; they are diverse, safety-oriented team-players who exhibit integrity and commitment, and always strive for excellence.

Marine Atlantic is currently looking for a Confidential Administrative Assistant NSYD to work with our Human Resources department, located in North Sydney, NS.

Marine Atlantic is committed to a diverse, equitable and inclusive workplace. Preference may be given to members of the following equity deserving groups: women, Indigenous Peoples, persons with disabilities, visible minorities and 2SLGBTQIA community members. If you are a member of one or more of these groups, please state to which group(s) you identify in your application.

The Human Resources Department is responsible for developing and implementing strategies that foster strong employee engagement with Marine Atlantic’s vision in the areas of employee and leadership planning, labour relations planning, employee development, workforce and succession planning.

The Confidential Administrative Assistant is responsible for supporting the day-to-day business activities of the HR department. Critical attributes of this position include: a positive, proactive “can do” attitude and excellent customer service, interpersonal and communication skills. Attention to detail, the ability to handle multiple priorities and flexibility to adapt to changing demands and deadlines are essential. The Confidential Administrative Assistant ensures that the principles and practices that guide the vision, mission, and values are integrated in the work that they do and through the messages they deliver.

Additional Key Areas of Responsibility

• Provides confidential administrative assistance to the Human Resources Department (filing, faxing, prepares letters, spreadsheets, presentations, etc.).
• Greets visitors, clients and callers, answer inquiries, provides information and takes messages, and determines the nature of their business and directs them to the appropriate person(s) or place(s). Bilingual Active Offer is part of all communication with external visitors.
• Provides administrative support to labour relations activities. Photocopies and collates documents for distribution, mailing and filing, etc.
• Develops and maintains filing system.
• Prepares and receives courier packages.
• Prepares and compiles reports and data from various HR sources.
• Forwards incoming general e-mails, voicemails, to the appropriate individual.
• Submits for processing and approvals, maintains and monitors procurement records and documents such as purchase requisitions, request for proposals, purchase orders, sole sources, vendor and commitment requests and purchase order levels.
• Processes and submits for approvals all department invoices with appropriate purchase order information and monitor purchase order levels.
• Maintains inventory of office supplies, order supplies as required and arrange for servicing of office equipment.
• Supports the recruitment team with scheduling interviews, testing, program administration etc. as required.
• Makes travel arrangements, books accommodations, meeting rooms and catering arrangements. Prepares and processes travel expense claims as needed.
• Processes regulatory certificates of competency for employees and forwards those certified copies to the appropriate department.
• Composes minutes of meetings (as required) and distributes in a timely fashion.
• Orders retirement and service awards gifts.
• Ripple Awards: Prepares and distributes certificates. Coordinates the ordering, inventory, and distribution of Awards.
• Assists with the Marine Atlantic Scholarship Program.
• Assists in the accomplishment of company objectives by performing other related duties as required.

What qualifications do I need to be considered for this opportunity?

Education

High School or GED

AND

Office Administration or Secretarial Degree/Diploma

OR

A combination of equivalent education, job-related training, and work experience in a related position.

Qualifications

• Minimum 2 years’ experience in Administrative Assistant role.
• Proficient typist (50 WPM) and keyboarding skills.
• Proficient in Microsoft Office applications, including Word, Outlook, and Excel.
• Proficient communication and interpersonal skills, able to work collaboratively within teams and cross functionally.
• Well-developed written, oral, and interpersonal communication skills, and proven analytical skills, with a demonstrated ability to work with a diverse group of demanding professionals.
• Excellent organization, prioritization, and multi-tasking skills.
• Ability to work in a confidential environment.

Asset Qualifications

• Education, training, or experience in the Human Resources field.
• Chartered Professional in Human Resources (CPHR) Designation would be considered an asset.

Why work for the Marine Atlantic team?

As part of the Marine Atlantic team, you will participate in a variety of ongoing training programs and development opportunities to navigate your career and chart your course for success. We provide a positive and inclusive work culture that is dedicated to creating an environment which promotes employee growth, career development, and job satisfaction. Some benefits of working with Marine Atlantic include competitive salaries, defined benefit pension plan, comprehensive health benefit packages, and professional development opportunities. Come experience the pride of working with an organization with newly constructed and revitalized infrastructure that has positioned itself for the future.

Additional Information

Marine Atlantic is a Federal Crown Corporation that provides a vital ferry service link between Newfoundland and Labrador and mainland Canada.

At Marine Atlantic, we are dedicated to building and fostering an inclusive and diverse environment, where all employees and customers feel welcomed, valued, and respected.

Marine Atlantic invites applications from all qualified candidates and hires based on merit. We are committed to the principles of equitable employment for all and strongly encourage applications from women, Indigenous Peoples, persons with disabilities, visible minorities and 2SLGBTQIA community members. If you are a member of one or more of these groups, please state to which group(s) you identify in your cover letter, resume or application.

To receive this job poster in an alternative format or to discuss alternate ways of completing the online application, please contact the Marine Atlantic Human Resources Department, in confidence, at careers-carrieres@ma.ca.

We are committed to providing an inclusive and barrier-free work environment, starting with the recruitment process. If you need to be accommodated during any phase of the evaluation process, contact the Marine Atlantic Human Resources Department, in confidence, at careers-carrieres@ma.ca.

Marine Atlantic Inc.