[Remote] Administrative Assistant II, Occupational Health & Safety - Full-time

Note: The job is a remote job and is open to candidates in USA. VON Canada is a community care provider that focuses on health and safety services. They are seeking an Administrative Assistant II to provide scheduling and administrative support to the Occupational Health & Safety team, ensuring confidentiality and efficient office administration.ResponsibilitiesPerforms administrative support for the Senior Management TeamProvides Administrative support to community corporations where requiredManages and maintains the calendars, schedules, appointments and travel arrangements for direct reportsLiaises with the Admin III or alternate to cascade priority requests to the respective leadership team membersCompletes timesheets for all designated groupsResponds to and/or drafts communications to internal and external stakeholders, both written and oral, on behalf of their direct reportDocuments and populates briefing notes and reports for their direct reportPulls/coordinates/reports KPI data for review with their direct reportAssists management with the maintenance of confidential files such as performance review meetings and filesArranges and coordinates meetings, including leadership meetings, and other eventsPrepares agendas, record minutes and circulates appropriately in a timely manner, ensuring attention to detail and accuracyOrganizes and maintains lists (e.g. vendor, staff distribution lists), filing and archive systems for documents, reference materials, contracts and other materials, in both paper and digital formats, ensuring confidentiality and retrieval of all materialsMaintains service provider specialty certificates ensuring all appropriate documentation is preserved and trackedProcesses invoices and accounts receivable, allocating to appropriate cost centres, and follow-up as required to ensure accuracyOrganizes petty cash and Visa reports for regional leadership. This includes holding relevant money, attaining manager signatures, and completing weekly reconciliationEnsures equipment is operational, troubleshoots and facilitates the repair of on-site equipment as needed and ensures equipment and purchased services meet operational needsMay be responsible to maintain office space plan, liaising with the landlord for storage and space changes and setting up new employees in the officeMay be assigned as the primary contact for all building issues, including building leases, maintenance, security, access and the leasing of office equipmentMay be assigned as primary liaison for IT within the office (e.g. assigning cell phones, laptops in consultation with IT)Supports both general and technical process onboarding of new front-line staff arranging all necessary logisticsSupports the off boarding of employees by arranging exit interviews and removing employee information as requiredSupports site with systems outages and emergency responseEnsures site adherence to appropriate internal administrative processes (appropriate signatures, cascading of authority)Coordinates site-wide initiativesPerforms all other duties as assignedPromotes the goals and values of VON and their role as an integrated community care providerPromotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and ProceduresAbides by all VON policies and work practicesAbides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their roleWorks in collaboration with other staff in a team approach to service deliverySkillsPost-secondary education in relevant field or equivalent education and experienceMinimum of one year of relevant administrative support experience in fast-paced office setting and experience working in a health care environmentDemonstrated experience and success in managing small projectsExperience in supporting Human Resources Management administratively is a strong assetDemonstrated experience writing reports, correspondences and other communication piecesProficiency in Windows OS and MS Office Suite programs as well as Adobe AcrobatStrong aptitude to learn and use computer applications and software as requiredExcellent oral and written communication skillsExcellent interpersonal skillsAble to maintain a consistent professional manner with both internal staff and external stakeholders and to maintain confidentiality at all timesHigh level of accuracy and attention to detailStrong problem-solving skillsStrong organizational skills with an ability to prioritize, multi-task and handle competing deadlinesDemonstrated ability to work both independently and as a team member to achieve desired resultsStrong work ethic, reliable and self-directedAble and willing to embrace change and effectively manage stresses of a busy office environmentAbility to attend off-site meetings as requiredA current and original copy of a satisfactory Criminal Records Check requiredA Vulnerable Sector Search and/or Child Abuse Registry Check may be requiredAbility to speak French is an asset in French Designated areasCompany OverviewVON Canada is a non-profit organization that provides clinical, personal and social support services. It was founded in 1897, and is headquartered in Ottawa, Ontario, CAN, with a workforce of 5001-10000 employees. Its website is https://www.von.ca/.