Administrative Assistant

3 weeks ago

Ottawa, Canada Canadian Association of Physician Assistants Full time

**Summary**
This is a 1-year position with the possibility of extension. The Administrative Assistant provides administrative support to the entire association as well as to a national project “Team Primary Care:
Training for Transformation” overseen by CAPA. The Administrative Assistant reports to the Director of Operations.

**Administrative Duties**
- Answer and direct phone calls
- Organize and schedule appointments
- Plan meetings and take detailed minutes when required
- Assist in the preparation of regularly scheduled reports
- Order office supplies
- Book travel arrangements
- Act as the point of contact for internal and external clients

**Project specific Administrative Duties**
- Manage and process communications related to the project, redirecting as appropriate
- Assist with marketing, promotional materials, and communications including on-line and social media platforms
- Prepare information packages for project members and other stakeholders as required
- Arrange and schedule meetings for project team, project clinical sites/preceptors, and external stakeholders
- Participate in project team meetings and provide timely minutes
- Coordinate travel/housing arrangements for project members and participants
- Co-ordinate and network with other grant sub-projects as needed
- Assist and support project and conference presentations
- Assist and support project report writing and publications

**Member Services**
- Process membership transactions (new and renewals)
- Maintain member database
- Manage member information and lists
- Manage the online renewal campaign
- Manage the registrations for events (i.e., conference, certification exam)
- Assist with membership renewal/registration campaign

**Financial Duties (CAPA and project)**
- Perform general accounting duties; accounts payable/receivable
- Perform general accounting duties including accounts payable/receivable, manage invoices, stipend payments, tracking financial activities for CAPA and related to the project in the project required format
- Provide quarterly reports

**Web Content and Social Media Duties**
- Responsible for all website content updates, changes, and additions
- Oversee the sending of the Association’s communications, including but not limited to monthly e-News Bulletins
- Assist both Advocacy and Stakeholder Relations Managers (East and West) with the management and creation of content for all social media platforms, which include but is not limited to Facebook, Instagram, LinkedIn, and Twitter
- Acts as main point of contact with website/database designers to ensure proper functioning
- **Perform other related duties as required.**_

**Required Qualifications**
- 2-5 years experience working in an administrative setting
- Good oral and written communication skills in English and French
- Ability to communicate clearly and diplomatically
- Demonstrated ability to problem solve
- Strong organizational skills
- Ability to manage conflicting demands and tasks
- Ability to work independently and to collaborate with a team (in person and remotely)
- Financial/accounting skills and experience (Simply Accounting an asset)
- Dedication to the Mission, Vision and Values of the association

**Salary**: $50,000.00-$60,000.00 per year

**Benefits**:

- Casual dress
- Dental care
- Life insurance
- Vision care
- Work from home

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Ottawa, ON: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative: 2 years (required)

Work Location: Hybrid remote in Ottawa, ON

Application deadline: 2023-01-05

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