Are you an Administrative professional looking for an engaging opportunity in a fast-paced, challenging environment?  Commissionaires Nova Scotia (CNS), winner of the 2024 Halifax Chamber of Commerce “Not-For-Profit Business of the Year”, is at the forefront of providing security services throughout the province and is seeking an Administrative Assistant to join our Operations team. In your role as an Administrative Assistant, you will play an important part in continuing help to CNS deliver excellent security solutions to our clients. This role will provide day-to-day support to our C-Suite and Operations Teams, and assist them in being organized, informed and prepared.  

Based out of our Head Office in Bedford you have exemplary time management skills and the ability to be proactive in anticipating your stakeholder needs. Success in this role hinges on providing exceptional administrative support and you’ll be expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising a high degree of professionalism and discretion.

WHO WE’RE SEEKING

This is not a “sit behind your desk all day” role! Our ideal candidate will be engaged in seeking out the needs of the team members they will be supporting and require a significant amount of relationship building and strong stakeholder management. You’ll be motivated to succeed, engaging, collaborative, professional, highly adaptable, and be able to work independently with a high level of attention to detail. This position requires an individual who is hands on, has a strong work ethic, proven administrative experience, a can-do attitude and a strong track record of supporting senior staff and the members of an operational team.

If you’re motivated by the key responsibilities below, then we’d love to hear from you!

Duties and Responsibilities

·       Provides administrative support to members of the CNS C-suite and Operations team

·       Assists in project management by tracking deadlines and facilitating communication

·       Updates and maintains office documents, including policy updates

·       Supports internal needs of all departments within CNS HQ when necessary

·       Assists in setting up for presentations / meeting preparations and meeting management

·       Prepares expenses, books travel and monitors calendars for C-Suite members

·       Creates, implements and maintains processes for document capture and data management

·       Assists with research projects as needed

·       Manages CNS’s Honours, Awards & Recognition program

·       Ad Hoc administration duties as requested 

ISO Audit and Insurance Responsibilities

·       Manages the administration of the CNS Insurance Program which includes MVA and ADD programs 

·       Manages the administration of the CNS ISO Audit process, with focus on Audit Service Delivery within Operations 

Special Projects 

·       Participates in, and conducts research, for special projects and initiatives as required

·       Ensures the C-suite and senior stakeholders are kept apprised of any project statuses

·       Ensures deliverables are appropriate and achieved through each phase of the project.  

·       Escalating issues / concerns / roadblocks to C-suite and senior stakeholders, as necessary

·       Works with outside organizations such as Halifax Regional Municipality Security Programs/Parking, Department of Justice Licensing and Security, and various municipalities within Nova Scotia, to develop strong business relationships

·       Other additional and/or alternative projects as assigned

THE ROLE
Salary: $50,000 - $55,000

Working Hours: 0800 to 1600hrs Monday to Friday, with some travel across Nova Scotia may be required. Some overtime may be required.
Closing Date: 26th May 2025

Come join the “2024 Not-For-Profit of the Year” award winner for:

·       Competitive salary package

·       Health, drug, and dental benefits

·       Life and accident insurance

·       Annual vacation package

·       RRSP/TFSA matching

·       Loyalty Award program

·       Education assistance funds and family scholarship programs

·       Advancement opportunities within a large, national organization

QUALIFICATIONS

Candidates must:

• Be able to provide a clear criminal record check
• Be eligible to achieve a Government of Canada personnel security screening

Education: (Minimum Required): Bachelor’s degree desirable or an acceptable equivalent of education and experience.

Certifications: Certified Administration Professional (CAP) credential, or Organizational Management (OM) designation would be an asset

Skills and Abilities: (Minimum Required)

• Extremely profession/discrete with strong written and verbal communication skills
• Highly proactive in nature and with advanced organizational skills
• Strong administrative skills with the ability to multi-task
• Excellent time-management skills 
• Highly collaborative with strong relationship-building skills

Professional / Technical Knowledge: (Minimum Required): Strong MS Office computer skills are required.  Must have the ability to understand insurance law and best practices.  Must be able to apply and understand bylaws as they pertain to processing special constables.

READY TO JOIN US?

This position is open to external and internal applicants (Commissionaires should include their Corps #) and we encourage veterans of the Canadian Armed Forces and RCMP to apply.

Our goal is to create an inclusive, diverse workplace representative, at all job levels, of the citizens we serve. At Commissionaires we support, value, and respect the different views, cultures and experiences of our employees, clients, business partners and community members. We welcome applicants that identify as Indigenous/Aboriginals, or African Nova Scotians and/or Other Racially Visible Persons, or Persons with Disabilities, or Persons who identify in the 2SLGBTQ+ community or others who reflect the diversity of Nova Scotian communities. If you are a member of one of these equity groups, you are encouraged to self-identify on your cover letter or during the application process.

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

Tags: Administrative Assistant, administration, admin