Administrative Assistant Jobs

About The Position

Requirements

• Graduation from a recognized administrative or secretarial program.
• Three (3) years of recent related experience in a large, complex organization or healthcare environment.
• An equivalent combination of education, training, and experience may be considered.
• Grade 12 plus graduation from a recognized administrative or secretarial program, plus three (3) years of recent, related experience in a health care environment, or an equivalent combination of education, training and experience.
• Ability to type 55 w.p.m.
• Knowledge of relevant software applications including word processing, spreadsheet, database, presentation, graphics, desktop publishing.
• Proficiency with all Microsoft Office applications at an intermediate level.
• Ability to design and create informational and marketing literature.
• Ability to work independently and manage multiple and rapidly changing priorities.
• Ability to deal effectively with others.
• Ability to operate related equipment.
• Physical ability to perform the duties of the position.

Nice To Haves

• You are a flexible, self-directed professional with exceptional attention to detail.
• You excel at managing multiple responsibilities, adapting to changing priorities, and delivering high-quality work within tight timelines.
• Strong organizational and time-management skills.
• Professionalism, discretion, and commitment to confidentiality.
• Excellent interpersonal and communication abilities.
• Sound judgment and ability to work independently.
• Positive, service-oriented approach and commitment to supporting others
• Your ability to manage multiple priorities, build strong relationships, leverage technology effectively, and consistently deliver high-quality administrative support will be key to your success in this role.

Responsibilities

• Manage complex calendars, scheduling and coordinating meetings and appointments.
• Perform timekeeping duties and review labour distribution reports for accuracy.
• Receive, review, process, and follow up on information, correspondence, and requests.
• Develop and implement administrative processes and procedures, identifying opportunities for improvement and implementing effective solutions.
• Prepare and review budget-related information by compiling, calculating, and tracking expenditures.
• Coordinate meetings, including booking rooms, preparing agendas and materials, recording minutes, and ensuring follow-up on action items.
• Maintain records management systems, including electronic and paper filing systems, databases, indexing, and information retrieval.
• Support day-to-day operations through a proactive, organized, and customer-focused approach.
• Provides confidential administrative support to the Director, Professional Practice and LSI and the Professional Practice and LSI departments.
• Drafts, designs, transcribes, and types a variety of documents such as correspondence, reports, presentations, memoranda, education materials, manuals, and flyers.
• Manages appointment calendars including scheduling and coordinating meetings, speaking engagements, and/or conferences; resolves scheduling conflicts and issues.
• Arranges meetings as directed; books and sets up meeting rooms, prepares agendas, organizes materials, records and prepares minutes, and conducts or ensures action item follow up.
• Assists with the preparation and implementation of professional practice and LSI training programs/courses/workshops by compiling and preparing course descriptions, marketing materials, and registration forms/criteria; communicates and markets events through online registration systems, the Professional Practice and LSI intranet page and calendar and other media as appropriate.
• Assists with course registration, manages wait lists and communicates with participants.
• Provides assistance with conducting pre and post training program/course/workshop evaluations as required; inputs, tracks and reports on statistics.
• Creates solutions, processes and systems that enhance the evaluation process.
• Assists with onboarding of new staff; works in conjunction with Talent Acquisition and Onboarding, People & Organizational Development and Payroll as required.
• Follows up with any outstanding issues, maintains related records and fields onboarding questions.
• Responds to a variety of internal and external inquiries by serving as the primary point of contact and providing information directly or referring to appropriate area or individual.
• Updates and maintains various Professional Practice and LSI core documents including resource materials and internal work process; catalogues and archives materials and makes sure updated documents are available and accessible as appropriate.
• Maintains the department's Pulse page ensuring updated information is posted appropriately.
• Develops and implements new work methods and procedures.
• Identifies problems, develops alternate solutions, and implements changes.
• Performs record management duties such as setting up and maintaining filing systems and databases, and conducting file searches for requested information.
• Assists with maintaining the department learning hub.
• Assists with monitoring expenditures for budget purposes; receives invoices and processes as appropriate.
• Performs timekeeping duties and reviews labour distribution reports as required.