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Administrative Assistant to Director

9 hours ago

Halifax, Nova Scotia, Canada IWK Health Full time

Click here to apply as an internal applicant.

*Company*
: IWK Health
Req ID:
213412

Department/Program:
Facilities, Protection & Business Cont , Corporate Programs and CFO

Location:
Halifax

Type of Employment:
Permanent Hourly FT ( 100% FTE) x 1 position(s)

Start Date:
ASAP

Union Status:
Non-union , Management/Non Union Bargaining Unit

Compensation:
$
-
$ /hour

Closing Date
: December 24, 2025 (Applications are accepted until 23:59 Atlantic Time)

This is not a designated position, however, preference will be given to qualified candidates who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, and/or 2SLGBTQIA+. Please self-identify on your application.
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. There are 13 First Nation communities across Nova Scotia, and more than 50 historic African Nova Scotian communities who also have a long, deep, and complex history dating back over 400 years. We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportions of transgender and non-binary people than any other province or territory in the country. We are active in our work to eliminate discrimination, but have more work to do to build that trust, acknowledge our biases and reduce the barriers our diverse communities face. We want IWK Health to be a safe and supportive space of equity and belonging in the care we provide and the employment we offer. We welcome all interested persons who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, 2SLGBTQIA+ to apply to support our goal for our workforce to be representative of the patients, families, and communities that we care for at all job levels.

*The Opportunity*
Accountable to the Director, the Administrative Assistant (AA) provides confidential, administrative service with a high quality of organizational and communication skills to assist and support the Director in ensuring the efficient and effective operation of the portfolio on a daily basis. The AA to the Director functions as a primary point of contact for the Director's office. The AA provides initiative-taking support and oversight for administrative operations and all related activities, including regular coordination of activities with other support teams such as: VP Corporate Programs, Redevelopment, Finance, Payroll, Accounts Payable/Receivable, Procurement, Human Resources, Public Relations, Occupational Health & Safety, Infection Control, IT, etc.

The AA also provides general administrative support to all teams within the Director's portfolio. In addition, the AA also provides backup coverage (in the absence of other support staff) within the Director's portfolio, Redevelopment portfolio, and other areas as required. The AA contributes to the effective functioning of the office of the Director by ensuring high quality standards are met and maintained with respect to documentation (creation and management) and communications originating from this office. The AA ensures seamless communication with the Director's office with staff and internal/external customers and ensures business of the Director's office is conducted in a fiscally responsible manner.

*Hours of Work*
Monday to Friday; days

Your Qualifications

  • Grade 12 and successful completion of a recognized Business Office Administration Program required.
  • Minimum of three (3) years of progressively responsible administrative experience required.
  • A combination of education, training and progressively responsible experience may be considered.
  • Administrative experience in a healthcare environment preferred.
  • Excellent judgment, diplomacy and discretion in handling confidential and/or sensitive materials is essential.
  • Proven ability to act decisively and to exercise a high degree of initiative is required.
  • Superior organization and time management skills are required in order to prioritize and complete assignments in a timely manner.
  • Flexibility to meet workload demands.
  • Strong communication skills, both written and oral, are essential as well as excellent customer service skills.
  • Advanced working knowledge of Windows, Microsoft Office Suite of applications.
  • Knowledge and experience using SAP, UKG, Adobe, Meditech and Meeting Planner an asset.
  • Competencies in other languages an asset.

Thank you for your interest in IWK Health.

Please note that we only contact applicants selected for interview/testing. If we invite you to participate in an assessment process (such as an interview or testing) you have the right to request accommodation. Please discuss your needs when invited to the assessment process.

This is a Management/Non Union bargaining unit position. Preference is given to bargaining unit employees for unionized positions. Successful applicants changing unions, bargaining units or employment status, are advised to seek clarification regarding their seniority, benefits, and vacation entitlement and/or usage, prior to accepting the position.

An offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials.

I
f you are an employee of IWK Health , please apply through the internal careers page to ensure you are flagged as an internal applicant.