Senior Administrative Assistant, Acute and Ambulatory Care Information Services

Found in: Talent CA C2 - 2 weeks ago

Toronto, Canada Canadian Institute for Health Information Full time

At CIHI, we recognize what matters to our employees.

Some of the benefits of working at CIHI include HOOPP Pension Plan (Defined Benefits Pension) Retirement Planning Program Generous vacation days for permanent and long-term contracts Work-life balance Career Planning Program Learning and Professional Development Program Flexible benefits program from your first day on the job for permanent and long-term contracts

Why is this role important?

Using a high level of initiative and judgement and working with minimal supervision, the Senior Administrative Assistant provides advanced administrative support to the Directors and management teams of the AACIS branch and supports the Data Strategies and Statistics (DSS) Division staff in Toronto as needed.

What you'll do

1.Provides proactive calendar management for the Director and, as required, for managers as well as broad calendar support for the branch in coordinating and organizing logistics for meetings, both virtual and in-person. Maintains branch Sharepoint site.

2.Provides support in the preparation for relevant internal committee meetings, as well as CIHI advisory groups and other external meetings. Coordinates logistics including facilities, accommodations, catering, and appropriate audio-visual equipment where applicable. Assists with the preparation of briefing materials and assembling materials for delivery to committee and advisory group members.

3.Receives incoming queries from internal and external clients, and ensures the queries are routed effectively (as required) and that timely responses are provided.

4.Participates on special projects by assisting management with planning and follow-up for initiatives undertaken by the AACIS branch and the DSS division as needed.

5.Provides a range of administrative support such as maintaining Outlook email distribution lists, Client Relationship Management (CRM) records, making travel and accommodation arrangements, and preparing and approving travel claims.

6.Supports procurement processing, document and file management, as well as other related duties that may be required.

7.Provides coverage for the CIHI office reception desk and liaises with other DSS division administrative assistants as required.

What you'll bring to the table

•College diploma or equivalent experience/education.
•Minimum 2 years related administrative experience at a senior level.
•Ability to manage numerous priorities and time sensitive requirements simultaneously. Demonstrated ability to balance workload within a multi-manager environment.
•Proven organizational ability where detail, accuracy and confidentiality are critical.
•Ability to work with minimal supervision and take ownership to address obstacles and overcome barriers by identifying possible resolution options and alternatives.
•Demonstrates a high degree of initiative, discretion, and tact, and performs in a manner that aligns with CIHI’s core values.
•Strong interpersonal skills and ability to collaborate with both internal and external stakeholders.
•Strong working knowledge of the Microsoft Office 365 Suite (Word, Excel, PowerPoint, as well as Outlook, MS Teams and Sharepoint),
•Experience with CRM, ServiceNow, and ERP software is an asset.
•Excellent written and verbal communication skills and the ability to interact with a wide variety of people at all levels within the organization.
•Ability to communicate in both official languages are an asset.

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