Administrative Assistant

2 weeks ago

Ottawa, Canada University of Ottawa Heart Institute Full time

**Posted date**
- Friday, January 24, 2025

**Deadline**
- Friday, February 7, 2025

**Start date**
- As soon as possible

**Job type**
- Permanent

**Work hours**
- Full-Time

**Salary**
- $50,600 - $61,600

**Supervision**
- Clinical Director

**Unit/Department**
- Division of Cardiac Prevention and Rehabilitation

Description

The Administrative Assistant is responsible for the administrative support of the Cardiac Rehabilitation program. They work closely with the Clinical Director, Scientific Chair, Scientific team and other staff to provide efficient and effective administrative support, enabling smooth operations and optimal productivity within the organization. They will utilize exceptional organizational skills, attention to detail, and strong communication abilities to handle diverse tasks, facilitate seamless workflow, and contribute to overall team success.

Responsibilities will include:

- Schedules internal and external meetings including logistics, minute preparation, dissemination and follow-up.
- Coordinates the setup for and delivery of materials for presentations, workshops, conferences, and other program events.
- Supports financial activities; processing and tracking of program expenditures, liaising with finance, and preparing, coordinating and submitting quarterly & yearly financial reports to key stakeholders.
- Liaises with partner groups, consultants, funders, and site contacts to provide information or administrative support as needed.
- Supports academic and grant submission activities, including registration support, communication and collection of information from internal and external partners, collation of required submission documents, and updating of curriculum vitaes.

Required education and experience
- College degree in office administration or equivalent.
- 3 - 5 years of experience in a similar position.
- Previous experience with administrative management.
- Superior problem solving and analytic skills.
- Excellent interpersonal skills.
- Excellent organizational, time management, and multi-tasking skills.
- Demonstrated advanced proficiency with computers software packages (MS Word, Excel, Access, PowerPoint, Adobe).
- Strong written and oral communication skills.
- Works effectively and efficiently in a fast-paced, deadline-driven environment.
- Demonstrated ability to work within a multidisciplinary team.
- Ability to work occasional evenings and weekends as required.

Other:

- Previous experience working at the University of Ottawa Heart Institute and/or health promotion environment.
- 5+ years working in an administrative capacity.
- Project coordination skills.
- Written and spoken bilingualism (English and French) is an asset.

To apply

The University of Ottawa Heart Institute is committed to ensuring barrier-free selection processes and work environments. Accommodations will be provided in all parts of the hiring process relating to any specialty requirements. Please notify us of any accommodations that you require - any information you provide will be handled respectfully and in complete confidence.

  • Administrative Assistant

    3 hours ago

    Ottawa, Canada Carleton University Full time

    **Duties and Responsibilities**: Under the Supervision of the Departmental Administrator, the Administrative Assistant is responsible for ensuring the efficient operation of the day-to-day ‘business’ of the Department’s main office and the delivery of a high level of responsiveness to inquiries from student, staff, faculty and the general public. The...

  • Administrative Assistant

    2 weeks ago

    Ottawa, Canada Borden Ladner Gervais LLP Full time

    We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience. We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation,...

  • Administrative Assistant

    5 days ago

    Ottawa, Canada Pinchin Ltd. Full time

    Administrative Assistant Ottawa, ON Today is the day to boost your career! Pinchin is seeking an Administrative Assistant to join our team in our Ottawa office. The Administrative Assistant will assist with general office duties. This is a fast-paced position requiring a pleasant, helpful demeanor, excellent communication skills and the ability to...

  • Administrative Assistant

    2 weeks ago

    Ottawa, Canada Pinchin Ltd. Full time

    **Administrative Assistant** **Ottawa, ON** Today is the day to boost your career! Pinchin is seeking an Administrative Assistant to join our team in our Ottawa office. The Administrative Assistant will assist with general office duties. This is a fast-paced position requiring a pleasant, helpful demeanor, excellent communication skills and the ability to...

  • Administrative Assistant

    3 hours ago

    Ottawa, Canada Pinchin Ltd. Full time

    **Administrative Assistant (Contract)** **Ottawa, ON** Today is the day to boost your career! Pinchin is seeking an Administrative Assistant to join our team in our Ottawa office for a 6 month contract. The Administrative Assistant will assist with general office duties. This is a fast-paced position requiring a pleasant, helpful demeanor, excellent...

  • Administrative Assistant

    4 days ago

    Ottawa, Canada Branton Construction Group Full time

    **About us** We are professional, agile and professional. Must have strong Excel Skills Administrative Assistant **Duties**: - Provide front desk support, including greeting visitors, answering phone calls, and directing inquiries to the appropriate department - Perform data entry tasks, ensuring accuracy and completeness of information - Assist with...

  • Administrative Assistant

    7 days ago

    Ottawa, Canada LeapUX Full time

    Job Title: Administrative Assistant **Job Description**: We are seeking a highly organized and proactive Administrative Assistant to join our dynamic digital agency. As an Administrative Assistant, you will play a crucial role in providing essential support across various categories, including communications, HR, finance support, business development,...

  • Administrative Assistant

    7 days ago

    Ottawa, Canada Morguard Full time

    **Account Payables Function** Back up to the Property Operations Assistant for sick/vacation relief. - Perform day-to-day activities to prepare Invoice Register Templates. - Prepare PO for the Operations Team. - Maintain on a regular basis the Asbestos Management Manual **Administrative functions** - Update Lease Fact Sheets for all properties for ICSC -...

  • Administrative Assistant

    7 days ago

    Ottawa, Canada Borden Ladner Gervais LLP Full time

    We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience. We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation,...

  • Administrative Assistant

    5 days ago

    Ottawa, Canada Nicholas Caragianis Architect Inc Full time

    **ADMINISTRATIVE ASSISTANT: Two days per week starting salary $27/hr** **Soft Skills Required**: - Exceptional attention to detail - Excellent administrative skills - Strong problem-solving skills - Efficient oral and written communication skills - Commitment to timely response in communications - Self-motivated and task oriented - Resourceful and...