Senior Administrative Assistant

4 weeks ago

Toronto ON, Canada Canadian Institute for Health Information (CIHI) Full time

Approximately 8 months contract to start with

Job Summary

Using a high level of initiative and judgement and working with minimal supervision, the Senior Administrative Assistant provides advanced administrative support to the CIO. They will also provide administrative support to ITS Directors as required.

Duties and Responsibilities

  • Provides calendar support for CIO and Directors, as required in coordinating and organizing logistics for meetings, both virtual and in-person.
  • Gathers relevant documents and information in support of projects including monthly status spreadsheets as required.
  • Collects and prepares information for the CIO’s use in meetings and for presentations.
  • Receives incoming queries from internal and external clients, and ensures the queries are routed effectively (as required) and that timely responses are provided
  • Participates on special projects by assisting management with coordination and follow-up for initiatives undertaken by the ITS Division
  • Provides a range of administrative support such as internal ITS communications, maintaining email distribution lists, making travel and accommodation arrangements, and preparing travel claims and procurement processing.
  • Supports document and file management, as well as other related duties that may be required.

Knowledge and Experience

  • College diploma or equivalent experience/education.
  • Minimum 3 years related administrative experience at a senior level.
  • Proven organizational ability and detail-oriented ability
  • Demonstrated ability to work in a fast-paced work environment.
  • Ability to work with minimal supervision and take ownership to address obstacles and overcome barriers by identifying possible resolution options and alternatives.
  • Demonstrates a high degree of initiative, discretion, and tact, and performs in a manner that aligns with CIHI’s core values.
  • Strong interpersonal skills and ability to collaborate with both internal and external stakeholders.
  • Strong working knowledge of the Microsoft Office 365 Suite (Word, Excel and PowerPoint, as well as Outlook, MS Teams and Sharepoint),
  • Experience with CRM, ServiceNow, and ERP is an asset.
  • Excellent written and verbal communication skills and the ability to interact with a wide variety of people at all levels within the organization
  • Fluency in both official languages is an asset.

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