Administrative Assistant

Administrative Assistant at Covenant Health Canada

Reporting to the Senior Program Officer (SPO) for Medicine, the Administrative Assistant will serve as the central point of contact for the SPO’s office. This pivotal role involves managing the schedule and overseeing the logistics of the SPO’s office, collaborating with program management on important projects, and assisting with day-to-day administrative and operational problem-solving for the portfolio.

A key responsibility of the Administrative Assistant is to optimize administrative processes and practices within the portfolio to improve overall efficiency. The position also provides direct support to the Facility Medical Lead within the associated SPO’s portfolio, focusing on tasks specifically related to the Facility Medical Lead role.

Key Responsibilities and Functions

• Reconciling and analyzing portfolio expenditures to ensure accuracy.
• Preparing comprehensive business documents and spreadsheets.
• Creating professional correspondence and memorandums.
• Anticipating needs and actively assisting with the recruitment process.
• Scheduling and coordinating meetings, interviews, and special events.
• Coordinating intricate travel arrangements and detailed itineraries.
• Preparing and processing expense claims efficiently.
• Overseeing the management of office supplies and equipment.
• Maintaining organization of large quantities of documents and data files for various projects.
• Responsible for the management and orientation of administrative staff within the SPO’s portfolio.

This position holds delegated signing authority and performs a full range of administrative support functions as outlined above. It is a non-unionized, regular full-time position with a consistent shift pattern of days, Monday to Friday.

Required Qualifications

• Must possess a related post-secondary certificate or an equivalent combination of education and experience.
• At least two years of directly related experience at a senior administrative support level.
• Proficiency in using MS Office Suite is essential.

Additional Required Qualifications

• Capability to work effectively in a busy office environment and manage multiple priorities while retaining large amounts of portfolio-related information.
• Consistent display of a positive, professional demeanor and excellent interpersonal skills.
• Proven ability to coordinate and organize special events and meetings successfully.
• Adept at capturing meeting deliberations concisely and accurately through minute taking.
• Strong critical thinking skills with the ability to evaluate situations and solve problems effectively.
• Concise communication skills, both to provide and receive information efficiently.
• Effective time management skills to ensure assigned tasks are delivered promptly.
• Excellent computer skills, including a working understanding of basic office applications such as MS Office, MS Teams, and Zoom.
• Working knowledge of Connect Care, E-facilities, IT Service Portal, RMS, iExpense, Markview, and supply procurement processes is highly valued.

Key Skills/Competency

• Administrative Support
• Office Management
• Calendar Management
• Financial Reconciliation
• Document Organization
• Meeting Coordination
• Recruitment Support
• MS Office Suite
• Time Management
• Problem-Solving