People and Culture, Administrative Assistant

Employment Type: Full-time (Permanent)
Department : People and Culture
Union: Excluded
File #: 23-PC-07 (1 OPEN)
Posting Date: June 14, 2024
Posting Close : June 28, 2024 Position Summary

Reporting to the Director, People & Culture, the People and Culture, Administrative Assistant is responsible for administrative and project support for their designated department. This position plays a crucial role in working closely with the P&C team to perform data analytics, metrics and prepare reports for management-level presentations, making it a significant aspect of this role, it also involves working closely with the People and Culture team. 

Responsibilities include, but are not limited to, organizing, and scheduling appointments, taking minutes, developing and maintaining a filing system and assisting as the main point of contact for internal and external stakeholders. This position works closely with the People and Culture team.   Duties and Responsibilities

• Assist with the day-to-day operations of the People and Culture functions and duties.  
• Organize and schedule appointments, ensuring efficient time management for the Director, People and Culture and the People and Culture team. 
• Collaborate with the People and Culture team to gather and analyze HR data, producing metrics and reports to support decision-making.  
• Assist with preparing reports on a weekly, monthly, and ad hoc basis, ensuring timely and accurate data is available for informed decision -making.  
• Complete special projects by organizing and coordinating information and requirements; plan, arrange, and monitor results 
• Take detailed minutes during People and Culture meetings and distribute them promptly to relevant stakeholders. 
• Develop and maintain a systematic and accessible filing system for all documents. 
• Act as the main point of contact for internal and external stakeholders, addressing inquiries and providing assistance as needed. 
• Conduct data analysis to identify trends, patterns, and insights related to HR activities and workforce management. 
• Support recruitment efforts, such as posting job openings, scheduling interviews, and communicating with candidates. 
• Assist with the onboarding process for new hires, including preparing new employee packets, coordinating orientation sessions, and ensuring completion of necessary paperwork. 
• Maintain and update employee files, ensuring compliance with company policies and legal requirements. 
• File maintenance, filing, copying, scanning, and other administrative-type tasks.  
• Coordinates administrative procedures, plans and schedules meetings. 
• Prepare and distribute communications, such as memos, emails, and announcements. 
• Assist in organizing and coordinating People and Culture-related events, such as company meetings, team-building activities, and employee recognition programs. 
• Perform general administrative tasks, including answering phones, managing calendars, and handling correspondence. 
• Monitor and update the policies and provide support in adopting new policies. 
• Handle highly sensitive and confidential information.  
• Assist the Director, People and Culture and the People and Culture team with ad hoc requests. 
• Support HR projects and initiatives as the Director, People and Culture assigns. 
• Other duties as required. 

Qualifications

• Relevant post-secondary education in Human Resources Management or Business Administration.   
• Minimum of one (1) year of related experience in an HR administrative role. 
• Experience with data analysis and reporting; proficiency in using tools like Excel for data manipulation and visualization. 
• Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines. 
• Strong attention to detail, with superior organizational skills and the ability to multitask in the fast-paced environment. 
• Ability to work independently as well as collaboratively in a team environment. 
• High level of discretion and ability to handle confidential information. 
• Detail-oriented with strong analytical and problem-solving abilities. 
• Ability to manage multiple projects and deadlines, prioritize, take initiative.   
• Demonstrable ability to exercise good judgment and use discretion.   
• Effective verbal and written communication skills. 
• Demonstrable excellent interpersonal skills, along with a high level of professionalism, energy, speed and accuracy. 
• Ability to work independently as well as collaboratively in a team environment. 
• High standards of ethics and confidentiality to handle sensitive information.  
• Excellent computer skills including proficiency in Microsoft Office, including Outlook, Word and Excel.    
• Experience using UKG, ADP and other HRIS systems will be an asset.  
• Must be qualified to work in Canada legally for the employer. 
• Able to provide a Vulnerable Sector Screening check with a ‘Clear’ or satisfactory result that meets the operational requirements of the Agency. 
• Must have up-to-date vaccinations against COVID-19 with a vaccine that has been approved for use in Canada.

Dixon Hall is dedicated to fostering an inclusive selection process and work environment, guided by their Race Relations and Employment Equity Policies. If selected for an interview, please inform the hiring manager or the People and Culture team of any accommodations you may require during the interview process.

To achieve their goal of inclusivity and diversity, Dixon Hall actively seeks exceptional candidates from varied backgrounds and with lived experiences. Individuals who self-identify as being from marginalized communities, including Indigenous peoples, racialized persons, persons with disabilities, and those from the 2SLGBTQIA+ community or who have experienced homelessness, are strongly encouraged to apply.