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Administrative Assistant to Manager

1 month ago

Halifax, Nova Scotia, Canada Nova Scotia Health and IWK Health Full time
The Opportunity

We are seeking an experienced Administrative Assistant to provide high-quality administrative and organizational support for the day-to-day operations of the Children's Health Program. The successful candidate will be accountable to two Managers and will be responsible for coordinating schedules, maintaining records and files, and providing organizational support to teams and committees.

Key Responsibilities:
  • Coordinate and assist with recruitment processes, including organizing interviews, conducting reference checks, and preparing interview materials.
  • Provide high-level support to the Managers and maintain confidentiality with all issues.
  • Create written correspondence and proofread/edit material for accuracy.
  • Provide administrative support to committees chaired by the Managers, including minute-taking and meeting planning.
  • Organize and maintain electronic and hard-copy filing systems, including personnel files and recruitment processes.
  • Assist with budget tracking and monitor financial expenditures, as required.
  • Assist in the development of reports, including gathering and compiling information.
  • Answer telephone and email inquiries and communicate messages and information accurately.
  • Manage general office operations, including ordering supplies, equipment maintenance, and environmental services.
Requirements:
  • Minimum High School Diploma or GED required.
  • Graduate of a recognized Office Administration Program required.
  • Minimum three years' experience providing administrative/secretarial support required, to management level preferred.
  • Keyboarding skills of 60 wpm preferred.
  • Excellent judgment, diplomacy, and discretion in handling confidential and/or sensitive information required.
  • Demonstrated superior IT skills with a thorough working knowledge of Windows, Word, Excel, PowerPoint, Publisher, and Outlook required.
  • Proven time management and problem-solving skills required.
  • Demonstrated excellent organizational skills, strong communication (verbal and written) and interpersonal skills required.
  • Proven ability to act decisively and to exercise a high degree of initiative and self-motivation required.
  • Ability to work independently with minimal direction and/or supervision required.
  • Demonstrated high regard for quality, accuracy, and attention to detail required.
  • Demonstrated ability to function effectively in a stressful environment with multiple deadlines and concurrent activities.
About Us:

IWK Health is a respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million children, youth, adults, and families each year across the Atlantic region. We have a team of approximately 4000 employees, physicians, volunteers, and learners at sites across Nova Scotia. People build careers with IWK Health with our focus on training and mentorship opportunities. We recognize each other's talent and celebrate our successes. We collaborate in modern facilities or virtually from home, align our work to our values, and enjoy access to enhanced benefits and wellness programs.

We are proud to support our patients, families, and communities and are grateful for the generous donor support we receive. Promoting an anti-racist environment and calling out discrimination as we work and provide care is important to us. We are located in Mi'kma'ki, the unceded and ancestral territory of the Mi'kmaq people. Working in Mi'kma'ki and providing care to those across Atlantic Canada is a shared privilege with the original inhabitants who have lived here for many thousands of years prior to colonization.