Administrative Assistant
7 days ago
The Administrative Assistant provides comprehensive administrative support to the Senior Director by effectively coordinating the day-to-day operation of the Senior Director's office. The position coordinates all administrative activities, establishes administrative procedures and guidelines, and acts as a liaison with the administrative assistants within the portfolio and across the health authority.
Key Responsibilities:
- Provides leadership to the administrative assistants within the portfolio in terms of all administrative activities, procedures, and guidelines to enable consistency and standardization across the portfolio.
- Schedules and prioritizes the Senior Director's calendar, including what matters may be referred to others, gather and provide background material as required.
- Initiates a wide variety of meetings and events, prepare accompanying documentation, attend meetings as required, prepare and circulate minutes, and organize all meeting logistics and is competent in the use of meeting technologies.
- Organizes travel and accommodation requirements and prepare travel request submissions and expense claim reports.
- Initiates and composes routine correspondence, administrative practice, and guideline documents, including preparation, edit, and proofread documents submitted for the Senior Director's review, approval, or signature.
- Tracks and coordinates various issues and projects within the Senior Director's portfolio, which includes organization, prioritization, and coordination, overseeing project plans and milestones, and timelines, and communicating areas of variance to leadership.
We are seeking a highly skilled and experienced Administrative Assistant to join our team. The ideal candidate will have:
- A post-secondary diploma in a recognized office administration, business administration, or secretarial program.
- Undergraduate degree in a related field is considered an asset.
- International Association of Administrative Professionals (IAAP) certification is an asset.
- 5-7 years of progressively responsible experience providing executive-level support and office coordination and management, preferably within healthcare and within an integrated service model provided throughout several locations with multiple partners and stakeholders.
- Excellent communication and interpersonal skills with a high degree of tact, judgment, and confidentiality.
- Demonstrated ability to apply critical thinking, synthesize information, problem-solve, and utilize good judgment in decision making. Ability to recognize sensitive issues and respond appropriately.
- Excellent organizational, follow-through, and time management skills, with the ability to prioritize tasks and accurately manage multiple priorities in a fast-paced, time-sensitive, and highly confidential environment.
- Demonstrated accountability, initiative, and ability to work independently.
- Demonstrated competencies requiring advanced skills and abilities in all facets of modern office practices and information and meeting technologies. Experience utilizing technology in meeting planning to create efficiencies and streamline tracking and retrieval of information.
- Permanent, full-time position; 75 hours bi-weekly
$31.61 Hourly
Successful candidates may be eligible for our benefits package, which includes health, dental, travel, long-term disability, and life insurance coverage, as well as a defined benefit pension plan.
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