Administrative Assistant, HR & Finance

Administrative Assistant

Reporting to the Director, Human Resources, the Administrative Assistant will be responsible to provide administrative support for the Human Resources and Finance teams. The position requires an individual who values and maintains confidentiality at all times, exercises good judgment and discretion, operates with integrity, pays high attention to detail, proactively coordinates important routine tasks, can act with a sense of urgency while not sacrificing work quality, and adapts to shifting daily demands.

Key responsibilities included but are not limited to:

• Provide confidential administrative support to both the HR and Finance teams;
• Provide administrative support for calendar management, documentation, presentation/meeting material preparation, making travel arrangements, and tracking and submitting expenses;
• Assistance in managing supply chain related processes;
• Administrative duties related to data entry and documenting processing;
• Create and maintain process documentation, and identify opportunities for efficiencies and process improvements;
• Provide cross functional support and back up as necessary to various team members as required;
• Support various activities and presentations hosted by the Teams by sending out invites and reminders, monitoring/tracking attendees and following up as needed; booking rooms, preparing and distributing materials, etc.;
• Developing process documents related to internal department processes which this position administers;
• Support HR & Finance projects and initiatives as required;
• Creates and maintain the confidential filing system for Human Resources employee files;
• Respond to requests for information or assistance as needed; and
• Other related duties.

Professional Qualifications & Competencies:

• Post secondary education in office administration, human resources, business field or an equivalent combination of experience and education;
• Minimum of three years of administrative support functions preferably in a human resource field;
• Advanced skills with the Microsoft suite of products being proficient with Excel, Word, and PowerPoint;
• Exceptional organizational skills with the ability to coordinate and process a high volume of tasks; including version control of various documents;
• Collaborative team player with effective communication and interpersonal skills;
• Excellent attention to detail and a demonstrated ability to work well under pressure and handle tight deadlines;
• Committed to the highest level of integrity and confidentiality;
• Resourceful, reliable and able to learn quickly;
• Agile with changes in workflow and volume requests;
• Ability to prioritize and seek direction when needed;
• Effective communication and ability to work collaboratively with others as well as ability to work independently with minimum supervision;
• Ability to troubleshoot problems and seek out answers;
• Excellent verbal and written communication skills with the ability when required to enhance pieces of communication and reports;
• Ability to attend to detail and work in a time-conscious and time-effective manner; and
• Exhibits a professional, courteous manner at all times and respects the nature of confidential information.

If you share our mission of improving the wellbeing of Canadians, join our team.