Site Administrative Assistant - NSH Performance Centre

About the Program

The Nova Scotia Health Performance Centre provides a collaborative and efficient workspace for Nova Scotia Health interprofessional groups and external partners, including the provincial C3: Care Coordination Centre. The Performance Centre - with more than 60 offices, 100 workstations and 11 meeting rooms - is designed to support teams with dedicated areas for work and meetings, enhancing visibility and streamlining decision-making. This results in improved efficiencies and faster achievement of provincial Action for Health targets. By co-locating complementary Nova Scotia Health groups focused on care plan innovation, infrastructure development, process improvements, and more, the Performance Centre accelerates project completion and enhances overall performance. This approach fosters models of improved patient care, better support systems for staff, and effective health care innovation.
The NSH Provincial Executive Offices are located at this campus.

About the Opportunity

Under the supervision of the Site Manager, the Site Administrative Assistant ensures that all safety and security protocols are followed, maintaining a welcoming and secure environment for both staff and visitors. They will play a key role in the plays a key role in providing essential administrative support to ensure the smooth day-to-day operation of the three floors of the Performance Centre.

Key responsibilities of the Site Administrative Assistant includes:

• Coordinating multiple meeting room bookings
• Set up and tear down of events
• Assisting flex team members with space reservations
• Supporting permanent team members with any site issues
• Ensuring meeting spaces are set up at the end of the day for team member use the following day
• Maintaining kitchen and office inventory
• Maintaining a site database for tracking visitor and maintenance logs
• Responding to general inquiries
• Ensuring adherence to administrative procedures and guidelines
• Acting as a liaison between departments to facilitate efficient operations.

Additionally, the Site Administrative Assistant supports the onsite portfolio Executive Assistants with event management support and various administrative tasks as needed.

About You

We would love to hear from you if you have the following:

• Diploma / Certification / Degree in office/business administration, hospitality management, project management or equivalent
• 3-5 years of relevant experience within a university, hospital, or comparable environment
• Organization and planning skills, including developing a work schedule, monitoring progress towards goals, and tracking details, data, information, and activities
• Previous event planning or hosting experience an asset
• Working knowledge of project management fundamentals
• High level of diplomacy
• Excellent oral and written communication skills
• Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, OneNote, MS Project) and Adobe Acrobat
• Exceptional interpersonal skills with the ability to establish and maintain positive working relationships with internal and external clients; able to work cooperatively and effectively with others to set goals and resolve problems
• Excellent communication skills; able to speak, listen and write in a clear, confident, thorough, and timely manner using appropriate and effective communication tools and techniques
• Effective time management and decision-making ability to set priorities based on deadlines (both internal and external); demonstrated capacity to manage multiple priorities with minimal supervision
• Highly resourceful and adaptable with problem-solving
• Strong attention to detail
• Able to work both independently and as part of a team
• Competencies in other languages an asset, French preferred

Please ensure your resume is up to date and includes all relevant education, experience, training, and certifications.

Hours of Work and Location

• Permanent, full-time positions; 75 hours biweekly
• This position will be located on-site at the Nova Scotia Health Performance Centre at 90 Lovett Lake Court, Halifax

Compensation and Benefits

$22.3405 - $27.9257 hourly

Successful candidates may be eligible for our benefits package which includes health, dental, travel, long-term disability, and life insurance coverage as well as a defined benefit pension plan.