Executive Administrator Or Exec Assistant Jobs in Antigonish, Nova Scotia, Canada
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Antigonish, Nova Scotia, Canada
Executive Administrator or Exec Assistant
About the role
Role Summary
The Administrative Assistant will provide administrative and organizational assistance to the community of L’Arche Antigonish, and in particular to the leadership team and team leaders. The role holder will help us to deliver a planned and cohesive approach to meeting our daily, weekly, monthly, and annual obligations and commitments. Reporting to the Program Coordinator, the Administrative Assistant will be responsible for a wide variety of essential and often time-sensitive tasks and will work closely with house and program leaders to ensure our core members and assistants are well supported.
Key Responsibilities
- Demonstrate a thorough understanding of L’Arche’s Identity and Mission and uphold the core values, traditions, policies, and procedures of L’Arche. Maintain strict confidentiality at all times.
- Support the development and maintenance of the bi-weekly schedule and online community calendar.
- In collaboration with the Homes Coordinator and relevant team leaders, assist with Core Member support needs, including obtaining quotes for specialized services or equipment and coordinating with external agencies such as SONS.
- Coordinate internal reporting processes (e.g., medical appointments, MARS sheets, medication errors, incident reports). Review documentation for accuracy and completeness, identify follow-up requirements, and provide summary reports to the Homes Coordinator and Community Leader as needed.
- Liaise with external organizations to arrange and confirm venues for community events, training sessions, and meetings.
- Assist in preparing for announced and unannounced inspections by the Department of Opportunities and Social Development and support the review and implementation of resulting recommendations.
- Coordinate with the Property and Vehicle Manager to ensure Fire Marshal and Emergency Management Office (EMO) inspections are completed and current.
- Coordinate volunteer onboarding, placement, and support within the community.
- Support the Finance Manager with account reconciliations and the preparation of monthly Disability Support Program invoices.
- Maintain and update internal and national databases, ensuring timely and accurate data entry and reporting. Prepare regular and ad hoc reports as required. This includes handling confidential information, including medical records, with discretion and care.
- Assist in the preparation and distribution of community communications, including internal updates, schedules, and calendars.
- Regularly review, update, and standardize community forms and documents to ensure accuracy, efficiency, consistency, and compliance with L’Arche Antigonish branding guidelines. Ensure current versions are accessible across all homes, programs, and community, and maintain accurate website content.
- Support the HR Officer in coordinating onboarding, core competency training, L’Arche Canada training requirements, and professional development activities. Maintain up-to-date training records, certifications, and attendance reports.
- Support the Occupational Health and Safety Committee in implementing and maintaining the Safety Management System, safe work practices, and required training initiatives.
- Provide administrative support for key human resources functions, including policy compliance tracking, vulnerable sector checks, personnel records, and related documentation.
- Maintain personnel training and employee files, including onboarding, orientation, filing, retention, and archiving of records in accordance with organizational requirements.
- Maintain the online Members’ Portal, Community Manual, and Community Directory, ensuring all documents, policies, procedures, and forms are current and easily accessible.
- Actively contribute to community life through participation on committees, attendance at events, and support of community activities and initiatives.
Qualifications
- Excellent verbal and written communication skills.
- Post-secondary degree or certificate
- Clear police check including vulnerable sector screening.
- Proficient with digital software including Microsoft Office applications
- Strong people skills, mentorship skills and leadership development experience.
- Ability to admit mistakes and learn; asks for and accept help when needed.
- Ability to be flexible and manage the stress of multi-faceted responsibilities.
- Can remain calm, and focused in times of uncertainty and crisis, and can give clear directions.
- Works collaboratively, models and promotes conflict resolution, and is appreciative of others’ efforts.
- Excellent administrative skills; organized, able to set priorities, demonstrates time management skills with timely follow-through on commitments
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About L'Arche Canada Foundation
L’Arche began in France in 1964. It was a compassionate response to the plight of people with intellectual disabilities living in grim institutions, shut away from society. L’Arche was a radical and dynamic way for people of different intellectual capacity, social origin, and culture to live, work, and learn together. Young people from around the world heard about L’Arche, and came to help. Among those early L’Arche assistants was a young Canadian couple, Steve and Ann Newroth. They were so transformed by their experience that they began to dream of bringing L’Arche home to Canada. In 1969, Steve and Ann founded L’Arche Daybreak, the second L’Arche community in the world, in Richmond Hill, Ontario. Today, there are 30 L’Arche communities in nine provinces across Canada. Worldwide, there are over 150 L’Arche communities in 38 countries on six continents.
L’Arche has taken a leadership role in the community living movement for people with intellectual disabilities that ultimately led to the closure of institutions in Canada. Still, adults with intellectual disabilities and their families continue to face tremendous challenges—in finding work, housing, and meaningful everyday activities. Many adults with intellectual disabilities are isolated. Too often, they have no friends.
About 750,000 people with intellectual disabilities live in Canada. 50-60% of adults with intellectual disabilities live with their parents or other family members. Tens of thousands of elderly parents whose son or daughter still lives with them all have the same question, “What will happen to my child when I’m gone?” The waiting lists for supportive housing are years long. The options are few and far between.
L’Arche is at the forefront of developing new models of affordable, inclusive housing. L’Arche continues to grow and supports people with intellectual disabilities to live as valued citizens, neighbours, and leaders.