New Job Executive Assistant In New Brunswick

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.

Administration:

• 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.

CRITICAL RELATIONSHIP MANAGEMENT:

Internal:

• Work with facility staff
• Communicate with facility managers

External:

• Work with the divisional staff as required

MANAGERIAL/TECHNICAL LEADERSHIP RESPONSIBILITY:

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

FINANCIAL AND MATERIALS MANAGEMENT:

• 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

WORKING CONDITIONS:

• 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.

PLEASE NO PHONE CALLS