Administrative Assistant to Director - Department of Research

Nova Scotia Health and IWK Health•Halifax, NS

8d•CA$55,497 - CA$67,977•Onsite

About The Position

The Administrative Assistant is responsible for providing comprehensive administrative support to the Director by effectively coordinating the day-to-day operation of the Director’s offices. The position coordinates all administrative activities, establishes administrative procedures and guidelines and acts as a liaison with the administrative assistants within the portfolio and across the health authority. In consultation with the Manager, the Administrative Assistant works to enable consistency and standardization of administrative practices and procedures across the portfolio. This position provides additional support to individuals, committees or working groups as assigned, as well works closely with the Research & Innovation Services Administration team. As the first point of contact for the office, the Administrative Assistant demonstrates relationship management and superior customer service skills. Tasks will include meeting coordination, tracking project plans and milestones, reports and budget preparation, office supply management and information tracking and retrieval.

Requirements

Post-Secondary diploma in a recognized office administration, business administration or secretarial program required.
A minimum of 5-7 years’ of progressively responsible experience, providing administrative support and office coordination at the director level required, preferably within a healthcare or research related field, and within an integrated service model provided throughout several locations with multiple partners and stakeholders.
Excellent communication, interpersonal, prioritizing and organizational skills.
Demonstrated competencies requiring advanced skills and abilities in all facets of modern office practices and technology and with information and meeting technologies.
Experience utilizing technology in meeting planning to create efficiencies and streamline tracking and retrieval of information.

Nice To Haves

Undergraduate degree is an asset.
International Association of Administrative Professionals (IAAP) certification is an asset.
Competencies in other languages an asset, French preferred.

Responsibilities

Providing comprehensive administrative support to the Director.
Coordinating the day-to-day operation of the Director’s offices.
Coordinating all administrative activities.
Establishing administrative procedures and guidelines.
Acting as a liaison with administrative assistants within the portfolio and across the health authority.
Enabling consistency and standardization of administrative practices and procedures across the portfolio in consultation with the Manager.
Providing additional support to individuals, committees or working groups as assigned.
Working closely with the Research & Innovation Services Administration team.
Demonstrating relationship management and superior customer service skills as the first point of contact for the office.
Performing tasks including meeting coordination, tracking project plans and milestones, reports and budget preparation, office supply management, and information tracking and retrieval.