Description
DESCRIPTION
Person who assists a senior manager or a non-manager in their administrative and professional functions. They perform complex secretarial and office automation duties that require in-depth knowledge of all programs related to the department.
They are responsible for the administrative operation of a department and oversee its internal and external relations. They monitor the decisions of the person they assist with the department's staff and the managers concerned.
They process requests sent to the senior manager or non-manager and respond appropriately and independently to requests. They resolve problematic situations. They determine the actions to be taken, inform the senior manager or non-manager or direct requests to the persons concerned for follow-up.
They assist a senior manager or non-manager in specific or more strategic files.
They monitor the quality of documents and suggest ways to improve the organization of work and the services provided by office staff.
SPECIFIC FUNCTIONS * Perform administrative and clerical duties for the executive team;* Take calls and manage schedules, including travel arrangements, meetings, and events;* Prepare reports and financial data;* Train and supervise other administrative employees;* Support in planning the training for the employees;* Analyze memos, briefs, and reports received; draft and send presentations and reports on behalf of the executive team; coordinate the drafting, production, and presentation of these documents;* Draw up meeting agendas and organize meetings;* Write minutes and reports;* Do research, compile data, and prepare documents that will be studied and presented by the executive team;* Manage several files simultaneously and see them through to completion;* Liaise with internal executives and with various external partners, government departments, and/or other organizations or associations.
REQUIREMENTS
Education:
- High school diploma.
Experience:
- Two (2) years of relevant administrative experience with similar responsibilities;
- Experience in health information systems, an asset.
Knowledge and skills:
- Good knowledge of conventional clerical work;
- Strong organizational skills: prioritize, file, organize, and archive documents and files;
- Good knowledge of computer applications (Word, Excel, PowerPoint, 40-WPM typing speed);
- Familiar with medical terminology;
- Courteous;
- Team player;
- Autonomous, flexible, and discreet;
- Able to work under pressure, independently, with very little supervision;
- Responsible, attentive, self-motivated;
- Pragmatic, detail-oriented, analytical, proactive;
- Excellent communication skills (written and spoken);
- Customer service-oriented;
- Knowledge of the MSSS network and administrative rules (an asset).
LANGUAGES* Fluent in English and French;* Fluency in Cree is an asset.
