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Lead Executive Administrative Coordinator

3 months ago

Canada Canadian Institute for Health Information Full time

Contract Duration: Approximately 8 months.

Position Overview

The Lead Executive Administrative Coordinator plays a crucial role in delivering high-level administrative assistance to the Chief Information Officer (CIO) while also supporting the Directors within the Information Technology Services (ITS) Division as needed. This position requires a proactive approach and the ability to work independently.

Key Responsibilities

  • Manage the scheduling and organization of meetings for the CIO and Directors, ensuring all logistical aspects are handled efficiently for both virtual and in-person gatherings.
  • Compile and organize pertinent documents and information to support various projects, including the preparation of monthly status reports.
  • Prepare materials and information for the CIO's meetings and presentations, ensuring clarity and relevance.
  • Handle incoming inquiries from both internal and external stakeholders, ensuring effective routing and timely responses.
  • Contribute to special projects by assisting management with coordination and follow-up on initiatives within the ITS Division.
  • Provide comprehensive administrative support, including managing internal communications, maintaining email distribution lists, arranging travel and accommodations, and processing travel claims and procurement requests.
  • Assist with document and file management, along with other related administrative tasks as necessary.

Qualifications and Skills

  • Possession of a college diploma or equivalent educational experience.
  • A minimum of 3 years of relevant administrative experience at a senior level.
  • Strong organizational skills with a keen attention to detail.
  • Ability to thrive in a fast-paced work environment.
  • Proven capability to work independently and take initiative in problem-solving.
  • Exhibit a high level of discretion, tact, and professionalism, aligning with the core values of the Canadian Institute for Health Information.
  • Excellent interpersonal skills, with the ability to collaborate effectively with various stakeholders.
  • Proficient in Microsoft Office 365 Suite (Word, Excel, PowerPoint, Outlook, MS Teams, and SharePoint).
  • Experience with CRM systems, ServiceNow, and ERP platforms is considered an asset.
  • Exceptional written and verbal communication skills, with the ability to engage with individuals at all organizational levels.
  • Fluency in both official languages is an asset.