Administrative Assistant

Job Title: Administrative Assistant

Location: Moncton, NB

Shift: Monday to Friday, 8:30am to 6:30pm (35 hours/week most weeks)

Wage: $28-$30/hour

The Administrative Assistant provides clerical support to the Executive Director and the Board of Directors.

Principal Responsibilities

Client Support, Communication, Data Collection, and Reporting

• Co-ordinate the collection of bursary program data for the Department of Post-Secondary Education, Labour, and Training's (PETL) program. (Involves email communication with colleges and universities.)
• Create functional Outlook templates for the PETL bursary program, including the creation of data collection forms.
• Create and manage automatic email reminders for PETL bursary programs and entrance scholarships.
• Gather data for reports related to the fall bursary program.
• Enter Sage business transactions (preferred but not essential).

Board and Committee Support

• Manage documents on the shared drive for Board Directors and Committee members.
• Book hotel rooms, meeting rooms, and catering as required for in-person Board and Committee Meetings.
• Send meeting notifications and reminders of Board and Committee Meetings.
• Assist the Board Chair in managing the creation and distribution of Board Meeting notices and supporting documents.
• Assist the Board Chair with the planning and delivery of an Orientation program for new Directors.
• Record Board Meeting notes (Does not include writing minutes).
• Co-ordinate the translation (English & French) of the Foundation's meeting minutes, policies, and other documents.
• Once a year, verify or update, if indicated, contact information for all Board Members.
• Notify the Foundation's Bank, Service NB, and the insurance company of any changes to the Board, including the addition of new members or the end-of-term resignations.
• Use Excel to record some data required for the Foundation's annual report.

Required Education, Competencies, & Experience

• College Diploma in Administration Assistant or a similar program.
• Proficiency in office software, such as Microsoft Office, Google, scheduling tools, and related applications.
• Strong written and verbal communication to draft emails, prepare reports, and interact with clients and team members in both of New Brunswick's official languages.
• Organization and time management to handle multiple tasks, prioritize work, and meet deadlines.
• Attention to detail for accurate data entry, proofreading documents, and maintaining records.
• Problem-solving to address scheduling conflicts, office supply shortages, and other unexpected challenges.
• Ability to work independently and adapt to change.
• Discretion and confidentiality when handling sensitive information.
• Team player; ability to work well with others, including clients and government departments.