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Administrative Assistant

3 months ago

Toronto, Canada Centre for Addiction and Mental Health Full time

Job Description

Reporting to the Director, Continuing & Community Education and Director Simulation & Digital Education in CAMH Education, the Administrative Assistants will provide confidential, executive-level administrative support to the Director, Continuing & Community Education, Director Simulation & Digital Education, the Medical Director, CAMH Simulation Centre, and the Senior Scientist and Scientific Director, CAMH Education and the CAMH education department managers. The successful candidates will maintain the schedule of the Directors and other members of the leadership team by booking appointments and scheduling meetings with both internal and external partners. They will provide assistance, prepare documentation and gather information on a wide range of confidential organizational, employee, and program related projects and issues. In this role, you will respond to inquiries, concerns and messages on the Directors’ behalf and coordinate communications to relevant stakeholders. The Administrative Assistant will compose and edit documents, sometimes on behalf of the Directors, such as memos, letters, reports, and contracts; assist with grant/funding proposals; and take minutes as required.

A key responsibility of the Administrative Assistant is to monitor budgets and assist with the development of annual submissions and reports, and coordinate requests for procurement documents. Other responsibilities include, but are not limited to, processing invoices, creating invoices, tracking expenses, submitting credit card reconciliation statements, submitting purchase requisitions, ordering equipment and supplies, and maintaining equipment and supplies storage structures. The successful candidate will support core administrative tasks such as the creation and maintenance of file and documentation systems, database management, connecting effectively with corporate services (Finance, Procurement, People & Experience, Facilities, and Maintenance) to ensure consistency and alignment with CAMH administrative processes and requirements, as well as providing assistance on a wide range of organizational and departmental projects.

This position requires a high degree of confidentiality and discretion. An integral part of this job is liaising effectively with both internal and external stakeholders and being comfortable working with people and systems within and outside of CAMH such as health care or educational institutions, government departments and others. The successful candidate will be creative, able to multi-task and support a workplace that embraces diversity and encourages teamwork. This position is located at 1025 Queen Street.

Minimum Requirements

You will possess a Bachelors Degree or Community College diploma/certificate in a related field, plus three to five years of secretarial/administrative experience within the community/public sector. An equivalent combination of education and experience will be considered. Experience in an executive administrative role is considered an asset. To be successful in this role you must have superior interpersonal, planning, time management, organizational, problem-solving, and customer service skills. You have the demonstrated ability to multi-task under pressure, deal with conflicting priorities, and coordinate projects to tight deadlines, with a high degree of accuracy and attention to detail.

You possess strong writing and editing skills, including the ability to proofread documents, and write meeting summaries and other documents for both internal and external audiences. You have demonstrated high degree of confidentiality, tact and discretion in all situations. The successful candidate will have superior computer, organizational and communication skills, tact, diplomacy and sound judgement. You are an advanced PC skills, particularly with Microsoft office applications (Outlook, Word, Excel, PowerPoint), and experience with virtual meeting applications.

You have strong financial skills and previous experience tracking expenditures and monitoring budgets. You must be able to work independently with minimal supervision within a dynamic team, where problem-solving ability and enthusiasm will be highly valued. You should have experience working on special projects and be flexible with regard to types of tasks assigned and with initiative to develop new projects. Computer testing will be required. Experience working with clients, staff and organizations serving diverse groups is an asset. Bilingualism (English/French) and/or proficiency in a second language would be an asset.