New Job Executive Assistant In New Brunswick

Executive Assistant
Executive Assistant

Executive Assistant

Company : The Salvation Army
Salary : $20.00–$22.32 an hour
Location : New Brunswick

Full Description

To provide efficient and effective administrative support to Lakeview Manor.


General Office:

  • Performs general office duties, including answers, screens and directs telephone calls enquires; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; sends and receives documents and material as requested.
  • Distribute both incoming and outgoing mail daily
  • Arrange calendar entries, invitations, and scheduling
  • Order facility supplies and stationary, and maintain accurate inventory
  • Schedules meetings, prepares agenda, and takes minutes, record, prepare and distribute minutes for all facility meetings
  • Maintain facility inventory of equipment and furnishings
  • Types correspondence and documents for management team as required
  • Maintain daily resident attendance list
  • Maintain archives, including regular shredding of items based on record retention policies and standards.


  • Make travel arrangements and accommodation for management staff
  • Assist in organizing facility events and trainings
  • Maintains data base of volunteers, residents, resident families and donors
  • Process all information required for admission and discharge of residents
    • Coordinate with divisional and territorial staff to prepare service certificates for staff according to policy

Human Resources:

  • Assist the managers in the recruitment process as requested
  • Support managers with IT related requests
  • Replace staff absences as requested.



  • Work with facility staff
  • Communicate with facility managers


  • Work with the divisional staff as required


  • This position reports directly to the Executive Director
  • No managerial responsibilities


  • Receive and forward corporate visa statements for facility staff; offer support as needed
  • Organize all Coding, billing, and processing of facility invoices and vouchers
  • Maintain and balance petty cash for the facility
  • Manage resident trust accounts
    • Correctly ascribing revenue
    • Prepare funds for service providers (podiatrist, hairdresser, etc.)
  • Process resident cheques and pre-authorized payments as requested.
  • Prepare resident monthly invoices, send invoices for private pay residents
  • Receive cash, issue receipts, prepare and complete bank deposits
  • Type purchase orders
  • Process Pharmacy invoices for residents
  • Sell meal tickets
  • Assist with accounting and payroll functions as required


  • This is an office working environment
  • Majority of tasks will take place at the facility
  • Some travel may be required (under 10% of time)
  • Public and resident interaction daily requiring de-escalation skills, patience and understanding.


  • Completion of a formal post-secondary/college diploma program of 2 academic years.
  • A combination of training and experience in administrative skills.

Experience and Skilled Knowledge Requirements:

  • Minimum of 3 years of related work experience including experience dealing with office equipment and tools, and senior administrative/secretarial experience


  • Excellent computer skills with proficiency in Microsoft Office (Word, Excel, Access, PowerPoint, Outlook, Publisher, Teams) and web-based software; experience with Office 365
  • Strong sense of urgency and proven capability to manage time and multi-task to accomplish multiple and various tasks, with conflicting priorities and timelines
  • Effectively and efficiently manages relationships, expectations, and concerns, in a professional and courteous manner, and develops and leverages professional knowledge and working relationships for the benefit of the organization
  • Ability to maintain confidentiality and a high level of integrity
  • Excellent organizational and time management skills
  • Good communication and interpersonal skills (written and verbal)
  • Must display sound judgment, strong attention to detail, and willingness to take initiative
  • Self-starter capable of working independently with limited direction
  • Keen attention to detail
  • Ability to work well in a team-oriented, collaborative environment
  • Participates in the nursing home’s continuous quality improvement program to improve resident, staff, department, and facility performance outcomes; participates in audits and measures for Matrix Index Performance Report (MIPR) as required.
  • Proficiency in French an asset

Working Conditions: Full Time - 37.5 hours per week

CLOSING DATE: June 26th, 2023

Please send your cover letter and resume in confidence to:

[email protected]

Please note any offer of employment will be conditional upon a background check.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.


June 16, 2023
Job Type
Ministry Unit/Dept:
Lakeview Manor
Salary Range:
$20.00 - $22.32 per hour commensurate with education and experience
50 Suffolk Street
Posting Expires:
June 26th, 2023
Applications Accepted By: