The Diocese of Nova Scotia & Prince Edward Island Looking for Administrative Assistant at Halifax, NS Full Time

ADMINISTRATIVE ASSISTANT – The Diocese of Nova Scotia & Prince Edward Island

The Diocese of Nova Scotia and Prince Edward Island is part of the Anglican Church of Canada and is made up of Anglican parishes in communities throughout Nova Scotia and Prince Edward Island. Many parishes have congregations in multiple communities, both urban and rural. All of these parishes and congregations serve their worshipping communities in varying ways, including providing crucial services of advocacy, food, housing, and mental health and spiritual support. The Diocesan office (Synod Office) provides administrative oversight through such services as centralized payroll and benefits, accounting and charitable status work, centralized resources, Human Resources, and governance.

Reporting to the Diocesan Executive Administrator, the Administrative Assistant provides confidential, administrative services to assist and support senior management in ensuring the efficient and effective operation and administration of the Synod Office. As the Administrative Assistant, you will play an instrumental role in the effective functioning of the Diocesan office operations by ensuring high-quality standards are met and maintained with regards to documentation and communications. We are looking for a thoughtful candidate who has enthusiasm for helping people, an expert multitasker with excellent written and oral communication skills and an upbeat attitude. As an integral member of the team, you will be the face of the Diocesan Office, demonstrating a superior level of customer service. This position will appeal to a self-starter who loves to interact with a wide variety of people and produce quality work.

Tasks & Responsibilities will include:

• Displaying a high quality of organizational and communication skills, provides effective and efficient administrative support to senior management as well as other support staff in their absence.
• Manages and creates a variety of spreadsheets, reports, databases, and correspondence.
• Produces weekly (web-based) electronic newsletter (the Net News) and maintains subscriber list.
• Provides support to the Finance Department with basic account posting functions; as well as coverage for our PAR (Pre-Authorized Remittances) Program in the absence of finance staff.
• Serves as point of contact to visitors, Cathedral Staff, ADCC Members and Shannex Personnel.
• Answers the general office telephone, responding to inquiries while referring specific inquires to appropriate persons.
• Programs and maintains office equipment including telephone system, photocopiers, postage meter, Smart TV, projector and provides training to new staff when required. Inventory and re-ordering of office supplies.
• Responds to and/or forwards to appropriate person all general e-mail.
• Prepares & distributes Staff Meeting Minutes.
• Transcribes Committee meeting notes as requested.
• Prepares Certificates of Appreciation, Birthday and Wedding Anniversary milestones when requested.
• Receives, opens, and distributes mail. Prepares all out-going mail and delivery to post office.
• Provides assistance with the central filing system. Cull files, prep files for storage; box records, take to storage.
• Coordinates Diocesan Center room bookings for staff and committees (google calendar). As well as maintains office zoom account and bookings.
• Maintains Friends of the Bishop Database, assist in the yearly mail out.
• Prints staff business cards upon request by staff.
• Other duties as assigned.

Qualifications;

• Advanced skills in MS Office (Office 365) applications including Word, Excel, Outlook, PowerPoint, OneDrive, and SharePoint.
• Experience with database management.
• Digital editing experience is an asset.
• Ability and desire to learn new software programs.
• Must possess a pleasant, outgoing, and professional demeanor.
• Highly organized with a demonstrated attention to detail.
• Ability to analyze problems and produce solutions independently.
• Strong teamwork and collaboration skills.
• Ability to prioritize tasks and duties while demonstrating flexibility to changing priorities and demands.
• Demonstrates initiative, creativity, flexibility, maturity under pressure, anticipates and solves problems.
• Excellent judgment and discretion to sensitive information to maintain privacy and confidentiality.
• Excellent communication and interpersonal skills, comfortable working with a diverse group of people from inside and outside the organization.

Education And Experience:

• A graduate of an accredited office administration, business, or secretarial programme.
• A minimum of two (2) years of experience providing administrative support to senior-level management.
• A combination of related education and experience may be considered, understanding that administrative experience in a multi-faceted, non-profit environment is preferred.

We pride ourselves in our work environment and offer great benefits, including;

• Scramble parking (outdoor)
• Diocesan Retirement Fund
• Group Medical (45% employer paid)
• Continuing Education
• Wellness Grant (yearly)
• Paid Vacation
• Long Term Disability
• Group Benefits which include: Basic Life, Basic ADD (accidental death or dismemberment), Dependant life where applicable.
• Summer Hours

Please note: A Police Records Check report must be submitted before assuming this position.

The Anglican Diocese of Nova Scotia and Prince Edward Island is committed to employment equity and welcomes applications from individuals in traditionally marginalized groups. We are dedicated to building a diverse, inclusive, and authentic workplace. We encourage applicants to self-identify in their cover letter if they are a member of a marginalized community.

Job Type: Full-time

Salary: From $37,000.00 per year

Benefits:

• Company pension
• Dental care
• Employee assistance program
• Extended health care
• On-site parking
• Paid time off
• Wellness program

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Administrative: 2 years (preferred)

Work Location: One location

Application deadline: 2023-02-10