Job Posting: Executive Administrative Assistant

East Cumberland Lodge - Pugwash, Nova Scotia

Salary: $50,449

Employment Type: Full-Time, Permanent

Closing Date: Friday, August 15th, 2025

About East Cumberland Lodge

East Cumberland Lodge is a 74-bed long-term care facility nestled in the scenic coastal village of Pugwash, Nova Scotia. With over 50 years of service to seniors, ECL is a values-based organization committed to person-centered care, professional integrity, and a supportive team environment.

We are currently seeking a highly organized and professional Executive Administrative Assistant to provide comprehensive administrative and operational support to our Chief Administrative Officer (CAO), Board of Directors, and Leadership Team.

Position Summary

Reporting directly to the Chief Administrative Officer (CAO), the Executive Administrative Assistant plays a key role in supporting the operational effectiveness of the organization. The role serves as the primary liaison to the Board of Directors, coordinates with all departmental leaders, and supports various functions related to human resources, licensing compliance, records management, and payroll administration.

This position is ideal for a proactive, detail-oriented professional who thrives in a dynamic healthcare environment and enjoys being at the center of organizational communication and efficiency.

Key Responsibilities

Executive Operational Support

• Provide daily administrative and strategic support to the CAO to ensure smooth day-to-day operations.
• Prepare agendas, record minutes, and track action items for Board of Directors meetings and leadership and other committees.
• Coordinate organizational correspondence, internal communications, and reporting on behalf of the CAO and Board.

Board Governance

• Ensure timely and accurate preparation and distribution of all Board documentation, meeting packages, and policy updates.
• Maintain organized Board records and ensure compliance with governance requirements.

Human Resources Onboarding

• Assist the HR Coordinator with recruitment processes and onboarding of new employees.
• Ensure all employment-related documentation, certifications, and orientation materials are properly completed and filed.
• Provide administrative support in staff scheduling and maintenance of accurate personnel files.

Payroll Financial Administration

• Support payroll processes, including timesheet verification and payroll reporting in coordination with the finance and HR departments.
• Maintain confidentiality and accuracy in handling employee compensation records.

Regulatory Licensing Compliance

• Collaborate with provincial licensing bodies to ensure required documentation, audits, and reports are submitted in a timely and accurate manner.
• Track compliance with regulatory and legislative standards related to resident admissions and ongoing operations.

Records Documentation Management

• Oversee the organization and secure storage of both electronic and paper records, including legal, employee, and resident files.
• Ensure the accuracy and completeness of intake documentation for new residents, working directly with legal decision makers and admissions staff. Ensure all contracts and service agreements are up to date and accessible as required.

Committee Support

• Provide administrative support, including the preparation and distribution of meeting minutes and follow-up documentation to groups such as joint occupational health and safety.

Qualifications & Experience

• Post-secondary education in Office Administration, Business Administration, or a related field.
• A minimum of three (3) years of relevant administrative experience, preferably in a healthcare, government, or non-profit setting.
• Experience supporting executive leadership and working in unionized environments considered a strong asset.
• Familiarity with provincial long-term care legislation and licensing standards is highly desirable.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with electronic document and scheduling systems.
• Exceptional written and verbal communication skills, with strong attention to detail and discretion.
• Ability to manage competing priorities with professionalism and diplomacy.

Compensation & Benefits

• Annual Salary: $50,449
• A meaningful opportunity to support the care and well-being of residents in a trusted and long-standing long-term care facility.
• Collaborative and respectful workplace culture.
• Beautiful working environment located in the coastal community of Pugwash, Nova Scotia.

How to Apply:

Interested candidates are invited to submit their resume and cover letter to [email protected] by Friday, August 15, 2025.

East Cumberland Lodge is an equal opportunity employer committed to diversity and inclusion. We thank all applicants for their interest; however, only those selected for an interview will be contacted.