Administrative Assistant, Professional Affairs

3 weeks ago

Edmonton, Canada Alberta Medical Association Full time

The Alberta Medical Association is recruiting for the role of **Administrative Assistant, Professional Affairs**. 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, Professional Affairs, you will provide proactive and comprehensive administrative support to the Assistant Executive Director, Professional Affairs and Senior Advisor, Professional Affairs. 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 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 PPT presentations, documents and correspondence with direction from others with exceptional attention to detail.
- Assist with update to Professional Affairs pages on staff intranet and AMA website.
- Support a positive team culture by supporting and providing cross-coverage with other administrative positions within Professional Affairs.

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**
- Above average communications skills, both written and verbal. With the ability to communicate in a way appropriate to the environment and audience.
- Focus on accuracy, attention to detail and quality service.
- Exceptional organization and time management skills; task management driven, tenacious on follow up with others.
- Strong interpersonal skills with the 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.
- Good problem solving and critical thinking skills, able to exercise sound judgement and take initiative.
- Must have an understanding of confidentiality and the handling of sensitive information.

Initial salary for this role will be between $51,262 - $66,640 per annum.

**Job Types**: Full-time, Permanent

**Salary**: $51,262.00-$66,640.00 per year

**Benefits**:

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

Schedule:

- Monday to Friday

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

Application deadline: 2024-02-22

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