ADMINISTRATIVE ASSISTANT

REQUIREMENTS OF THE POSITION:

The Administrative Assistant is charged with providing administrative support to ensure efficient office operations.

DUTIES AND RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO:

• Answering phones, emails, and other digital enquiries, directing them, and taking messages appropriately Payroll submission
• Payroll submission (Payworks)
• Recruitment of staff, students, and volunteers
• Completing background checks and onboarding paperwork for new employees, students, and volunteers as appropriate.
• Student Funding Applications and submission of supporting documentation.
• Updating of various databases/spreadsheets as applicable
• Printing monthly income reports and invoices for bookkeeper
• Tax receipting (Donation/Software 4 Non-Profits)
• Assisting with marketing and raising awareness through updates to Liberty Lane website (using Weebly), social media outlets and creation of promotional materials
• Participating in Event planning, coordination, and delivery.
• Participating in annual audit and coordinating the Christmas Sponsorship Program.
• Assisting with Donor Management as required.
• Managing physical donations and scheduling/supervision of donation room volunteers.
• Ordering office, janitorial and other supplies/equipment as required.
• Coordinating logistics for meetings, including room set up, catering, and taking minutes
• Invoicing
• Scheduling & supervising contractors for repairs and maintenance.
• Filing and shredding of confidential information as required
• Assisting Executive Director with other duties as required, i.e. policy writing, grant writing/funding proposals, etc.

The Administration Assistant will be responsible to and report to the Executive Director.

QUALIFICATIONS:

Education

Post secondary education of 2-year Business Administration Diploma or equivalent

Experience

• 2-years experience in a relevant professional role with demonstrated proficiency.
• Proficiency in computer applications including Microsoft 365 products, Zoom, and other basic software and programs
• Proficiency in navigating Social Media platforms, i.e., Facebook, Instagram, Twitter, You Tube, etc.
• Experience editing/using Weebly considered an asset.
• Experience in writing funding and grant proposals considered an asset.

OTHER:

• Works with very sensitive information, maintains confidentiality and security and ensures compliance with policies and protocols.
• Strong organizational skills. Can set priorities, develop a work schedule, monitor progress
• Can multi-task with exceptional attention to detail
• Can work independently and as part of a team.
• Presents a positive and professional image for the organization.
• Excellent people skills/welcoming demeanour. Able to respond with empathy should a client present in crisis.
• Exceptional verbal, written and electronic communication skills
• Knowledge of violence prevention field, interventions, and issues around domestic abuse considered an asset.
• Bilingual (English/French/other) considered an asset.

Background checks required:

Criminal Record & Vulnerable Sector Background Check from Police.

Prior Contact Check from Social Development

Additional:

Excellent References required.

On site position, must be able to attend work in the Fredericton area

Compensation:

$39,000 - $40,950

Benefits include:

10 days paid vacation rising to 15 days further to 1 year employment

Group Health Scheme eligibility further to probationary period (50/50 copay)

Eligible to join RRSP matching Scheme further to probationary period

Accrual of paid personal days to offset unpaid leaves.

Paid offsite parking

Application details: Only applications with a cover letter and resume will be considered.

Application deadline: 1st January 2025