Administrative Assistant, Operations and Member

3 weeks ago


Edmonton, Canada Alberta Medical Association Full time

The Alberta Medical Association is recruiting for the role of **Administrative Assistant, Operations and Member Services**. We are seeking an individual who has a keen eye for detail, thrives in a fast-paced environment and brings a positive get-it-done attitude to their work.

**Why work for the AMA?**

At the AMA, we know that employees are fundamental to our success as an organization and our ability to provide value to our members, therefore, we strive to provide a positive employee experience. To support this, we provide a competitive total rewards package that includes:

- Hybrid working environment
- Extended health and dental
- Health spending account and/or wellness spending account
- Recognition and development programs
- Defined Benefit and Defined Contribution Pension Plan
- Generous vacation and time off entitlements
- Wellbeing programs including EFAP
- Life insurance, ADD and disability coverage

**Position Overview**

As the Administrative Assistant for the Operations and Member Services branch, you will provide proactive and client-focused administrative support to four senior positions: Chief Operating Officer/Chief Financial Officer, Corporate Controller, Director, Information Systems and the Manager Facilities and Corporate Services. In this role you will be responsible for (but not limited to):

- Providing comprehensive administrative support including calendar management, arranging travel, invoice tracking, maintaining filing, preparing expense reports and reconciling visa statements.
- Monitoring timelines/deadlines and providing reminders to individuals this role supports to ensure timelines and goals are met.
- Arranging and providing administrative support to committee, group or individual meetings; including preparation of agendas, minutes and meeting packages, tracking and management of action items and engaging with internal and external stakeholders. Keen attention to detail and consistent follow-up is paramount.
- Coordinating logistics and providing support for in-person meetings or events including booking meeting rooms, arranging AV equipment and catering and providing onsite support.
- Track committee membership and attendance at meetings and support the honoraria/expense reimbursement process after.
- Draft and/or edit documents, reports and correspondence with direction from others with exceptional attention to detail.

**Education and Experience**
- 2 years post-secondary diploma in business or office administration, or related field.
- At minimum four years of administrative experience within a professional office environment, with at least 2 years of experience providing support to senior leaders. An equivalent combination of education and experience will be considered.
- Experience coordinating meetings including preparing agendas, taking minutes, and tracking action items is essential for this role.
- Experience working with Microsoft Office, including demonstrated skills using Word, PowerPoint, Excel, Teams and Outlook.

**Skills**
- Exceptional organization and time management skills, with an ability to prioritize workload and meet deadlines.
- Capable of assuming responsibility and responding to the demands of changing priorities and timelines.
- Exceptional ability to liaise in a professional and courteous manner.
- Demonstrated ability to work independently as well as collaborate with others in a team-based environment. Willing to pitch in where needed.
- Must have an understanding of confidentiality and the handling of sensitive information.
- Ability to be thorough, accurate, and have a high level of attention to detail.

**Who are we?**

For over 100 years, the Alberta Medical Association has represented and advocated for Alberta physicians and their patients. The AMA advances patient-centered, quality care by advocating for and supporting physician leadership and wellness.

Alberta’s physicians and the AMA are committed to Patients First®.

**How to apply**:
Salary for the role is $49,290 - $64,077.

**Salary**: $49,290.00-$64,077.00 per year

**Benefits**:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care

Schedule:

- Monday to Friday

Work Location: Hybrid remote in Edmonton, AB T5N 3Z1

Application deadline: 2023-08-31



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