Administrative Assistant - CVH Surgery, Mental Health, Woman and Child Programs

The Administrative Assistant is responsible for providing administrative and organizational support to the Program Directors, Surgical Program, Woman and Child Program, and Mental Health Program. The candidate will provide complex and confidential administrative support in a dynamic environment, and function with a high degree of attention to detail, quality, accuracy, and prioritization of work in a team setting. While Administrative Assistants support individuals, they share responsibility for supporting the collective needs of the team, support the service atmosphere and professionalism that exemplifies Mackenzie Health’s values and guiding principles.

Contribute to safe, quality care by:

• Provides a variety of confidential and time sensitive advanced administrative duties, often within competing time frames.
• Ensures and deploys up-to-date technological office support systems and skills with respect to software, communications, filing, etc. to ensure the most effective and efficient operation of the office.
• Creates, organizes, and maintains an effective file and e-file management system.
• Reviews all incoming correspondence, determines action required and follows up on related items.
• Drafts and proofreads correspondence including reports, letters, responses, memorandums and prepares presentation material while ensuring accuracy and appropriateness of presentation formats, etc. using advanced skills in relevant software applications.
• Manages calendars, organizes travel and conference arrangements and co-ordinates a variety of engagements with both external and internal clients.
• Facilitates and organizes communication with external clients and organizations.
• Prepares and provides, in advance, documents and files required for meetings, conferences, telephone calls, etc.
• Tracks agenda items, prepares agendas, coordinates material for distribution, attends meetings and records minutes, as assigned, with a high degree of accuracy.
• Conducts literature/internet search, screens information and compiles reports and/or presentations.

What must you have?

• Successful completion of a Business Administrative Diploma or equivalent combination of education and experience.
• 3-5 years of secretarial experience at a senior level or equivalent combination of education and experience.

What else do you bring?

• Advanced computer skills, including Microsoft Word, Excel, and PowerPoint.
• Excellent organization and time management skills with an ability to effectively manage a complexity of tasks simultaneously.
• Must be able to multi-task, prioritize and manage own workflow to ensure quality and efficiency.
• Proficient minute-taker with an ability to prepare high quality concise meeting minutes.
• Excellent written and verbal communication skills.
• Proven attendance record.
• Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
• Ability to perform the essential duties of the job.
• Effectively uses empathy in interactions with others.
• Demonstrates behaviours consistent with Mackenzie Health’s Commitment to Caring.
• Models behaviour that is aligned with the values of Mackenzie Health - Excellence, Leadership and Empathy.
• Commitment to providing an exceptional experience for staff and clients within a challenging and exciting health care environment.

* You may be required to work at any site of Mackenzie Health.

FOR EXTERNAL APPLICANTS: As a condition of employment, you are required to submit proof of full COVID-19 vaccination to Mackenzie Health's Occupational Health and Safety department.

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