Administrative Coordinator

5 months ago

Barrie, Canada Royal Victoria Regional Health Centre Full time

**Job Description**:
**Position Summary**:
The **Administrative Coordinator **will provide various support services to the Director, People Culture, Director, Wellbeing and Director, People Experience. In coordinating the day-to-day activities of the office, this role has responsibility for meeting and event planning, report tracking, coordination and/or preparation, maintaining files and records, review, formatting and editing of complex documents and presentations and other administrative or clerical tasks. This role collaborates with the Senior Administrative Assistant Team and the Senior Leadership Team they support.

**Responsibilities**:

- Provide administrative support to the Directors
- Greeting and taking calls from employees to the People Partnerships
- Facilitating the necessary paperwork for timely completion, approval and submission of various Ministry, contracts or other documents
- Review and proof all documentation submitted for Directors’ signature
- Preparation of e-requisitions, other payment requisition forms as required with accuracy
- Preparation and distribution of agendas and documentation for meetings to allow for timely review of meeting materials, attend meetings to take minutes and track action items.
- Coordinate and/or assist with team building events or activities, in a hybrid-remote work model
- Support leaders with proofing and submission of Senior Leadership Team and Board of Director and Committee meeting materials.
- Supports leaders with the coordination of other reports and deliverables
- Apprising the Directors of any updates and/or potential problems as they occur
- Maintaining flexibility to respond to urgent requests and priorities.
- Attend meetings or pick up materials on behalf of the Directors as required.
- Maintain appropriate files and records.
- Facilitate communications program/hospital wide as required.
- Lead the co-ordination of new hires to the Program as directed by the Director.
- Schedule interviews, complete necessary paperwork, and schedule required orientation.
- Support and co-ordinate the Program through any applicable moves, and change management projects.
- Interacting with internal/external contacts with a high degree of professionalism.
- Community College Diploma or Degree in a related discipline
- Progressive administrative experience supporting a senior level manager/director/chief or executive
- Experience in the management and coordination of senior managers/executive schedules
- Must be able to compose communications, memos and letters and deal with routine correspondence
- Ability to take and transcribe minutes efficiently and effectively
- Advanced computer literacy including full Microsoft Office Suite, Adobe Suite, etc.

**You are ideal for this position if you have**:

- Demonstrated commitment to maintaining strict confidentiality
- Superior multi-tasking, analytical and problem-solving skills
- Strong organizational, prioritization and time management skills
- Excellent interpersonal and communication skills
- Adaptable to changes and able to work flexible hours in a fast-paced work environment
- High level of professionalism, initiative and creativity
- Must have a positive nature, can-do attitude and be a team player
- Demonstrated commitment to attention to detail.
- Demonstrated ability to prioritize and function effectively in a busy environment.
- Demonstrated ability to work independently and collaboratively as part of a team.
- Demonstration of commitment to ongoing learning

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