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Administrative Assistant

2 months ago

Bedford, Quebec, Canada Nova Scotia Health Authority Full time
About the Opportunity

The Administrative Assistant will provide comprehensive administrative support to the Senior Director by effectively coordinating the day-to-day operation of the Senior Director's office. This includes coordinating all administrative activities, establishing administrative procedures and guidelines, and acting as a liaison with administrative assistants within the portfolio and across the health authority.

Key Responsibilities
  • Provide leadership to administrative assistants within the portfolio in terms of administrative activities, procedures, and guidelines to enable consistency and standardization across the portfolio.
  • Schedule and prioritize the Senior Director's calendar, including redirecting inquiries and liaising between the Senior Director, directors, and other members of the executive team.
  • Initiate meetings and events, prepare accompanying documentation, attend meetings as required, prepare and circulate minutes, and organize all meeting logistics and utilize meeting technologies effectively.
  • Organize travel and accommodation requirements, prepare travel request submissions, and expense claim reports.
  • Initiate and compose routine correspondence, administrative practice, and guideline documents, including preparation, editing, and proofreading documents submitted for the Senior Director's review, approval, or signature.
  • Track and coordinate various issues and projects within the Senior Director's portfolio, including organization, prioritization, and coordination, overseeing project plans and milestones, timelines, and communicating areas of variance to leadership.
About You

We are seeking an experienced administrative professional with a post-secondary diploma in office administration, business administration, or a related field. The ideal candidate will have 5-7 years of progressively responsible experience providing executive-level support and office coordination and management, preferably within healthcare and an integrated service model provided throughout several locations with multiple partners and stakeholders.

The successful candidate will possess excellent communication and interpersonal skills, with a high degree of tact, judgment, and confidentiality. They will also have demonstrated ability to apply critical thinking, synthesize information, problem-solve, and utilize good judgment in decision making, as well as 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.

Hours and Compensation

This is a permanent, full-time position with 75 hours bi-weekly. The successful candidate 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.