Administrative Assistant

Job Number: J1025-0392 Job Title: Administrative Assistant Job Category: Management & Leadership Job Type: Permanent Full Time Date Posted: October 9, 2025 Closing Date: November 9, 2025 Number of Positions: 1
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Shannex is seeking an Administrative Assistant for their Celtic Court location, located in the heart of Sydney, Nova Scotia. Reporting to the General Manager, the successful candidate will work to Full Scope of Practice. The Administrative Assistant performs a variety of administrative support duties for the community and performs public contact work in greeting, screening, and routing callers and visitors. If you are a seasoned, well-rounded professional seeking a challenging opportunity to focus your expertise in an impactful role, we want to hear from you!

Who We Are…

Shannex is a family-owned Canadian company with over 30 years of experience as a trusted provider of senior accommodations, services and care across Nova Scotia, New Brunswick, and Ontario. Shannex team members provide a continuum of lifestyle options through complementary brands including Parkland Retirement Living and Lifestyle Residences, Shannex, Milestone Communities and Faubourg du Mascaret. Shannex offers more than place to live or work—our community of Great People inspires meaningful connections where the focus is on living and working well in the place residents call home.

Who You Are…

As the successful candidate, you will have a Community College level business accounting courses or equivalent. Previous related experience in a health care or retirement facility will be an asset. Must possess excellent written and oral communication skills. Above all, you are an honest, compassionate professional who values continuous improvement, accountability and a workplace where safety and residents come first.

How you will do it…

• Ensures that office duties and functions are carried out in a confidential, efficient, accurate and timely manner, in accordance with policies and procedures.
• Promotes a positive team spirit in the residence.
• Presents a positive company image in all external and internal contacts.
• Ensures that bi-weekly pay sheets and payroll are properly completed and submitted.
• Maintains resident and employee personnel records and prepares reports as required.
• Participates in the development of the departmental annual operating budget and ensures operation within approved parameters.
• Performs confidential and routine typing/secretarial assignments for Management Team including answering telephones.
• Carries out various clerical duties and prepares reports as required, where applicable.
• Responsible for the properly completed invoice package for office purchases, to be approved by the General Manager.
• Responds to inquiries from the accounting personnel.
• Maintains appropriate WBC records to assist the General Manager.
• Maintains the general office area in an appropriate fashion, including stock keeping for general supplies and office equipment.
• Ensures office staff work in compliance with facility policies and procedures, including safety rules and safe working practices.
• Other duties as assigned by the General Manager

What We Offer…

• An opportunity to join a team of professionals where you can further develop in your career.
• An opportunity to make a measurable difference in the quality of life for residents, families and staff at Shannex.
• Comprehensive health & dental benefits plan (eligible immediately upon hire).
• Vacation accrual begins immediately.
• A competitive compensation package with employer RRSP (5% matching).
• Competitive compensation package.
• Free onsite parking.
• Opportunities for growth, training, and development, including access to hundreds of courses offered through Shannex's Centre of Excellence.
• An opportunity to join a dynamic organization in a fast-paced, professional work environment.

Working conditions and responsibility to Health and Safety discussed before arrival for interview.

Great People is a core value at Shannex based on the belief that our team members are the spirit and foundation of the organization. Shannex is committed to offering the best environment for team members where everyone takes pride in their work and in the organization. Our colleagues are committed to service excellence and are supported with opportunities for personal and professional growth. We are building a culture that supports balance between work and personal life.

If you are looking for an opportunity to grow your career and make your mark in a rapidly growing organization please submit your application, stating your salary expectations. We look forward to hearing from you!

https://www.shannex.com/about/about-shannex/

All applications are kept in strict confidentiality.

Only those selected for an interview will be contacted.