All jobs in Administrative Jobs

We are searching for a Administrative Coordinator to join our Parkland Riverview - Monarch Hall team based in Riverview, New Brunswick. 

Meaningful Benefits

You will be surrounded by supportive and talented team members who make our communities great places to live, work and visit. As an established and respected organization in the healthcare sector, Shannex offers opportunities for growth, development and advancement. And at the end of every day, you will know you’ve made a measured difference in the lives of our residents. Additional benefits include:

• Comprehensive health, vision, and dental benefits plan (eligible immediately upon hire for part-time & full-time staff) including an Employee and Family Assistance Program
• Life, travel, and other insurances
• Access to virtual healthcare 24/7 for FREE through the group health benefit plan
• RRSP program (5% employer matching)
• Vacation accrual (begins immediately) and travel insurance
• Free onsite parking
• Access to thousands of perks vendors and discounts through our WorkPerks program, including excellent discounts for apparel, restaurants, technology, fitness, travel, and tickets to some of your favorite sports and entertainment events
• Access to continuing education and training through Shannex’s Centre of Excellence
• Opportunities to be part of sector innovation and continuous improvement initiatives
• Recognition and Rewards for service excellence and safety

About the Opportunity

• Provides support for the admission of Residents and Clients
• Performs a wide variety of typing assignments, and operates the computer to enter data, edit, revise, and print minutes, letters, memos, tables, and other material
• Maintains and updates resident files, and documents, including resident lists
• Coordinates resident transportation
• Performs basic accounting functions, which may involve resident banking reconciliation and payments on resident accounts
• Supports the facility inventory supply program, which may involve ordering, receiving and distributing supplies
• Monitors fire and security alarm panels, and follows safety and security duties as per facility policy
• Provides support and guidance to employees in assistance with payroll, scheduling and benefits information
• Prepares photocopies and facsimiles and sorts and distributes incoming/outgoing mail

About You

In addition to placing high value on continuous improvement, collaboration and accountability, you bring:

• Post-secondary education of an approved Office Admin or Professional Secretarial program
• Excellent computer skills and experience in Microsoft Office Suite
• Attention to detail and respectful behavior
• Ability to provide a clear criminal record check upon hire
• A passion for the healthcare sector and/or ensuring seniors have access to quality accommodations, services and care

CLOSING DATE:  July 29, 2024

AREA OF RESPONSIBILITY:

Reporting to the Coordinator, Administration, it is the goal of the administrative support staff  (working within the Program Division) to communicate, provide limited advice and guidance, promote and assist with the delivery of recreation, concession and inventory programs and services in a professional, friendly, cost effective and efficient manner.

• Act as a point of customer contact for the Recreation division; providing customer service, telephone calls, and receiving and replying to emails.
• Perform customer account updates including manage account members, reset online login information, update financial information, and prevent access/allow access based on account status. Review and complete account adjustments on customer accounts.
• Perform collection activities on defaulted accounts in accordance with City of Brampton collections policy and procedures. Communicate with customers regarding defaulted accounts and prepare statements of account as required.  Escalate to Corporate Collections as necessary.
• Complete revenue reports and packages to reconcile daily transactions, prepare deposits and investigate discrepancies according to cash handling procedures.
• Process refunds according to Refund & Withdrawal Policies.
• Verify, update and correct participant payment methods information in system and respond to staff and customer inquiries.
• Process corporate employee memberships and verify employment status of employees prior to processing.
• Process accounts payable invoices and cheque payments, validate and forward in accordance with process.
• Prepare and validate payroll and time and attendance records for designated pay group(s) in accordance with collective bargaining agreements and applicable legislation.
• Process time entry, ensuring shift premiums, overtime, upgrades, Statutory Holiday entitlement, time off and allowances are calculated correctly and supporting documentation is accurate.
• Create and reconcile inventory packages from concessions/bars, check data entries and invoices, input into database, and prepare variance report.
• Complete and monitor inventory counts at various concessions, check best before dates and assist in coordinating the movement of inventory from one location to another.
• Provide advice and training to concessions staff on displays, food handling, software system, and daily counts.
• Ensure proper food handling, check temperatures, and identify equipment failures or equipment servicing requirements.
• Intake donation requests, submit for review and approval, prepare certificates, and track when redeemed.
• Intake subsidized program applications, review for completeness and compliance, submit for approval, and follow up with applicants.
• Complete third party registration, prepare invoices and forward received payments.

SELECTION CRITERIA:

• High school (Grade 12) graduation plus an additional program of over one and up to two years or equivalent in Business Administration or Business Accounting
• Non-probationary valid Ontario Class G driver’s licence.
• Food Handler’s Certification
• Smart Serve Certification
• Over two (2) years up to and including four years recreation experience with front line customer service, cash handling, accounting and record keeping
• Working knowledge of Microsoft Office Suite and additional related software.
• Exceptional written and verbal communication and interpersonal skills with an emphasis on customer service.
• Able to work independently and as part of a team.
• Willingness and ability to perform work in multiple locations.

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.

Under the general direction of the Senior Manager, Executive Services and Protocol, the Office Coordinator provides a full range of administrative and executive meeting support services on-site to employees in the Toronto office.  Functioning autonomously, you are charged with ensuring the administrative activities run efficiently and effectively. You ensure the smooth coordination of the day-to-day technical, security and administrative delivery of services critical in delivering the objectives of that office.  As a member of the Executive Services Team, you contribute to the identification and implementation of changes to administrative practices for continuous improvement. 

More specifically, you will provide:

1. Administrative and office support

• act as the contact person for general public enquiries and/or visitors to the office 
• act as key contact with building management to ensure building issues are addressed, including electrical, kitchen, repairs, etc., in a timely fashion; liaise with the Bank’s head office Facilities team as required
• provide administrative support to the Regional Director (CEA), including scheduling external appointments, travel arrangements, registrations, and expense claims
• act as the back-up of the Executive Assistant in the Toronto Office as needed
• provide on-site administrative support to visiting Bank executives
• liaise with external parties to organize meetings and ensure external liaison activities are appropriately recorded in the Bank’s client relationship management (CRM) tool
• research information on the Internet or from other sources, as required
• support the onboarding and offboarding of Toronto regional office employees
• order and organize office supplies to meet the needs of the Toronto office employees within budget constraints
• contribute to the effectiveness of business in the Toronto office, which encompasses five different departments
• ensure invoices associated with the functioning of the office are paid on time
• maintain and update processes, procedures and other information according to the Bank's Records Management standards and the needs of the office; conduct searches in accordance with Access to Information requests
• provide guidance and training to Toronto office colleagues, such as with the use of the Bank’s self-serve and other tools 
• collaborate and exchange information with colleagues to identify, improve or create best-in-class executive meeting and administration practices
• participate in various team and/or departmental initiatives/projects as required

2. Event and executive meeting support

• maintain a continuous awareness of meetings and events happening in the office so that everything runs smoothly and everything is in order and tidy at all times
• take the lead on preparing Executive space for all external meetings, ensure catering is ordered or coffee is prepared, prepare and clean-up rooms as needed
• ensure all technical support for the meeting is in place working with Information Technology Services (ITS) and troubleshoot when needed
• greet very high-level guests, checking identification and escorting them during their visit
• liaise with the Bank’s Communications teams for events as required
• coordinate the sending of event invitation and event registration, as required
• ensure building passes are available to visiting Bank of Canada staff

3. Security support

• work closely with Security Services to ensure security measures are followed and enforced
• Security Services of any risks to the staff in Toronto
• responsible for undergoing training and acting as fire warden for the office

What you need to succeed
As an administrative professional, you need excellent oral and written skills as well as strong interpersonal skills to include everyone, namely individuals at all levels, including senior external contacts. You also need to inspire confidence by taking accountability for what needs to get done, working with minimal direction, showing initiative and being flexible while taking on multiple priorities under tight deadlines. Within this role, being able to think ahead, prioritize and organize work effectively, research and process information and logically assess its implications is also key. 

You will be required to maintain a high level of accuracy, provide special attention to quality and details even as priorities changes and urgencies arise. As part of our great team, you’ll work both independently and in a team environment where mutual support is essential. You will also need to respect the confidentiality of the information that you’ll be privy to and exercise sound judgment while having the ability to understand the Bank’s mandate and internal workings.

Please note that this position will require on-site presence 3-4 times per week.  

Nice-to-have

• working knowledge of SharePoint
• working knowledge of Microsoft Dynamics 365 CRM

Your education and experience
Post-secondary education in a field related to the position and a minimum of five years of progressively more responsible experience working in an administrative capacity within an executive environment or an equivalent combination of education and experience may be considered

What you need to know

• Language requirement: English and French essential (bilingual) with a minimum starting level of functional (level 4) in second official language. Training may be provided to help reach the required level of fully functional (level 5) in second official language.
• Priority will be given to Canadian citizens and permanent residents
• Security level required: Be eligible to obtain Secret 
• There will be no relocation assistance provided
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. 

Hybrid Work Model

The Bank offers work arrangements that provide employees with flexibility, enable high-performing teams, and support an excellent workplace culture. Most employees can telework from home for a substantial part of each month as part of the Bank`s hybrid work model, and they are expected on site at the Bank location a minimum of eight days per month to help build connections between colleagues. You must live in Canada, and within reasonable commuting distance of the office.

What you can expect from us
This is a great opportunity to join a leading organization and be part of a high-performing team. We offer a competitive compensation and benefits package designed to meet your needs at every stage of your life and career. For more information on key benefits please visit A great deal to consider. 

• Salaries are based on qualifications and experience and typically range from $56,170 to $66,083 (job grade 12)
• The Bank offers an incentive for successfully meeting expectations at  3 to 5% of your base salary. The Bank offers additional performance pay (2%) for those who exceed expectations. Exceptional performers who far exceed expectations may be eligible for higher performance pay.
• Flexible and comprehensive benefits so you can choose the level of health and dental coverage that meets your needs
• Extra vacation days (up to five each year) that you can purchase to add to your vacation entitlement
• Option to join the indexed, defined-benefit pension plan after 24 consecutive months of service

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.

Administrative Support III casual opportunities exists within Alberta Health Services, Fort McMurray area with the Addiction and Mental Health Services. Reporting to the AMH Manager, the incumbent performs a variety of duties: administrative and receptionist responsibilities for the various programs. It is important that the person be multi-task oriented. This position also provides program information to clients, families and other community agencies. This position is also responsible for maintaining accurate electronic client records relating to the service, time keeping etc. The incumbent must also have a good working knowledge in Microsoft Office, Microsoft Excel and be able to work under pressure. In addition to a competitive rate of pay, AHS currently has a Fort McMurray Allowance in place to an annual maximum of $12,480. This allowance is non-pensionable and is payable on an hourly basis for all hours paid at the basic rate of pay. This position has been identified and is anticipated to transition to Recovery Alberta effective September 1, 2024. By applying on this posting, if you are the successful candidate, you will transition to Recovery Alberta. In accordance with the transition letter of understanding with UNA, current employees under the UNA Collective Agreement who accept an employment offer, issued after July 1, 2024, will not have any rights under Article 15: Layoff and Recall.

Description:

As an Administrative Support III, you will require advanced administrative or specialized skills and knowledge to support complex procedures, practices and initiatives within a department or program.

Requirements:

Languages: Candidates must have knowledge of the English Language

Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate or equivalent experience
Experience: Candidates should have experience of 1 to less than 2 years
Computer and technology knowledge: MS Office, MS Word

Location: 1636 Mount Lehman Rd, , BC Abbotsford, BC V2T 6H7
Shifts: Day

Physical Requirements:

• The candidates should be able to thrive in a fast-paced environment
• The candidates should have attention to detail

Other Requirements:

• The candidates should be organized and demonstrate reliability

Candidate Status:

• Canadian citizens and permanent or temporary foreign workers of Canada are eligible for this position
• International Candidates who don’t have a valid Canadian work permit also can apply

Responsibilities:

• The candidates should be able to review and evaluate new administrative procedures
• The candidates should be able to establish work priorities and ensure procedures are followed and deadlines are met
• The candidates should be able to carry out administrative activities of the establishment
• The candidates should be able to assist in the preparation of the operating budget and maintain inventory and budgetary controls
• The candidates should be able to assemble data and prepare periodic and special reports, manuals, and correspondence
• The candidates should be able to oversee and coordinate office administrative procedures

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details

By email
[email protected]

What is the opportunity?

RBC Dominion Securities is currently seeking an Administrative Assistant to join a dynamic advisory team specialized in providing wealth management services to a sophisticated clientele. You will participate in growing the business by providing exceptional and efficient service and by taking care of administrative duties related to client accounts and by responding to client inquiries.

What will you do?

• Responsible for the professional and expeditious servicing of incoming telephone and email contacts from clients, advisors, and other internal and external partners
• Support the Investment Advisors in general administrative duties in the management of client accounts
• Support the Investment Advisors in the preparation of client reviews and presentations
• Request information and documentation from clients in order to open accounts and keep client files up to date
• Follow up on client trades to ensure proper settlement and delivery
• Monitor all pending transfers to ensure completion on a timely basis

What do you need to succeed?
Must-have

• Strong working knowledge of Microsoft 365 apps (Word, Excel, PowerPoint, and Outlook)
• Meticulous attention to detail and excellent time management skills
• Demonstrated skills in providing world-class client service that will come across as professional, warm, and friendly to our clients
• Bilingualism (English and French) required in order to serve clients in the community with English speaking needs
• Ability to work as part of a team

Nice-to-have

• Canadian Securities Course (CSC) and Conduct and Practices Handbook Course (CPH), or obligation to successfully complete both courses within 12 months of start date
• Knowledge of RBC Dominion Securities’ systems and procedures, an asset
• Minimum of 2 years of experience in the securities industry or financial services sector

What’s in it for you?

We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual.

• A comprehensive Total Rewards Program, including bonuses and flexible benefits, competitive compensation, commissions, and stock where applicable
• Leaders who support your development through coaching and managing opportunities
• Ability to make a difference and lasting impact
• Work in a dynamic, collaborative, progressive, and high-performing team
• A world-class training program in financial services

Job Skills

Additional Job Details

755 BOUL ST JEAN:POINTE-CLAIRE

POINTE-CLAIRE

Canada

37.5

Full time

Wealth Management

Regular

Salaried

2024-07-18

2024-08-02

What is the opportunity?

RBC Dominion Securities is a relationship-focused investment and wealth management firm that consistently ranks #1 in Canada. We are proud of our collaborative, supportive culture that enables success at every level and equips us to help our clients achieve their financial goals.

The RBC Dominion Securities branch located in downtown Vancouver is looking for an Administrative Assistant to provide administrative support to a successful Portfolio Management/advisory Team. The successful candidate should have administrative experience, exceptional communication skills, and have a focus on providing outstanding client service.

*This is a 12 month contract maternity leave coverage with the possibility of extension*
 

What will you do?

• Prepare account opening documentation
• Follow up on documentation with clients or back office as required
• Follow up on client trades to ensure proper settlement and delivery
• Maintain current knowledge of client accounts by reviewing daily activity online and on an applicable reports
• Maintain all pending plan transfers to ensure proper settlement and delivery
• Schedule portfolio reviews
• Prepare client review materials, correspondence and reports
• Utilize contact management system for daily task management and client record-keeping
• Assist in filing and preparing mailings such as seminars, newsletters and information packages.
• Conduct various administrative functions as required including the review of incoming mail and answering telephone calls.

What do you need to succeed?

Must-have

• Administrative experience
• Exceptional communication skills
• High attention to detail
• Ability to work under pressure meeting strict deadlines
• Experience using Microsoft Office
• Exceptional organizational skills

Nice-to-have

• Completion of the Canadian Securities Course (CSC) and Conduct & Practices Handbook (CPH) is an asset
• Financial industry knowledge
• Minimum 1-2 years Investment Industry experience
• Proficiency in Excel

What’s in it for you?

We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual.

• A comprehensive Total Rewards Program including bonuses and flexible benefits, competitive compensation, commissions, and stock where applicable
• Leaders who support your development through coaching and managing opportunities
• Ability to make a difference and lasting impact
• Work in a dynamic, collaborative, progressive, and high-performing team
• A world-class training program in financial services

The expected base salary range for this particular position is $37,500 - $45,000 depending on your experience, skills, and registration status, market conditions and business needs.

You have the potential to earn considerably more through RBC’s robust discretionary bonus program which gives you an opportunity to increase your total compensation, provided the business meets its performance targets and you meet your individual goals.

RBC’s compensation philosophy and principles recognize the importance of a highly qualified global workforce and plays a critical role in attracting, engaging and retaining talent that:

• Drives RBC’s high-performance culture
• Enables collective achievement of our strategic goals
• Generates sustainable shareholder returns and above market shareholder value

Job Skills

Communication, Data Entry, Detail-Oriented, Email Services, Office Administration, Presentation Software, Spreadsheet Software, Teamwork, Time Management, Word Processing Software

Additional Job Details

745 THURLOW ST:VANCOUVER

VANCOUVER

Canada

37.5

Full time

Wealth Management

Contract (Fixed Term)

Salaried

2024-07-19

2024-08-10

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
IS THIS ROLE RIGHT FOR YOU

In the role you will:
 

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

DO YOU HAVE THE SKILLS
We would love to work with you if you have:
 

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

 
WHAT’S IN IT FOR YOU
 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills.

The Administrative Assistant III reports to a Manager and provides coordination and support in the areas of the regional reports, regional information tracking, ESAT, regional newsletters and in some cases supervises other Administrative Assistants.

KEY DUTIES & RESPONSIBILITIES

• Carry out the day-to-day execution of clerical duties to ensure BGIS operations are provided with administrative support
• Coordinate regional reports and perform preliminary analysis
• Coordinate corporate initiatives throughout the region
• Track regional priorities and ensure that information is tracked and compiled as requested
• Coordinate ESAT information and dissemination
• Coordinate regional conferences/meetings; prepare logistics and develop preliminary agenda
• Prepare initial content of newsletter/communications for the region (i.e. Vision Articles, Tenant Newsletters, etc.)
• Prepare/review information prior to Portfolio Manager’s approval of documents regarding the accuracy of content
• In some cases, enter and update Team Members’ information in HRMS. 
• Other related general administrative duties as required
• Other duties as assigned

KNOWLEDGE & SKILLS

• Requires three (3) to five (5) years of administrative experience
• Excellent computer skills, proficient with MS Office
• Self-motivated
• Ability to work independently with little or no supervision
• Excellent interpersonal skills
• Problem solving skills
• Effective leadership skills – may have personnel to manage
• Strong time management skills and organizational skills
• Strong written and verbal communication skills
• Strong customer focus

Licenses and/or Professional Accreditation

• None required

Requirements:

Languages: Candidates must have knowledge of the English Language

Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate
Experience: Candidates should have experience of 1 to less than 7 months
Computer and technology knowledge: MS Excel, MS Windows, MS Word, MS Office

Physical Requirements:

• The candidates should be able to work in a fast-paced environment, capable of meeting tight deadlines, and have a strong attention to detail

Other Requirements:

• The candidates should demonstrate flexibility, be organized, and be team players
• The candidates should be accurate, prioritize client focus, and exhibit reliability

Candidate Status:

• Candidate must be a Canadian Citizen or temporary or permanent resident of Canada
• Candidate must have legal authorization (Work Permit) to work in Canada
• If Candidates are unable to fulfill above mentioned requirements, don’t apply for the position

Responsibilities:

• The candidates should be able to answer telephone calls and relay messages, answer electronic inquiries, and arrange travel-related itineraries and make reservations
• The candidates should be able to greet people and direct them to contacts or service areas, and type and proofread correspondence, forms, and other documents

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details

By email
[email protected]