Administrative Assistant

Alberta Doctors; Edmonton; Hybrid; CAD 55,000 - 71,000; Full time

Job summary

The AMA is recruiting for an Administrative Assistant to support the EVP, Physician Workforce and Stewardship. This temporary role requires coordinating meetings, preparing documents, and providing comprehensive administrative support within a hybrid Edmonton/Calgary office environment.

Evening/weekend hours may be required for meetings/events; occasional travel within Alberta may be needed. A two-year diploma and four years of relevant experience are expected, with strong MS Office skills.

Qualifications

• Two-year post-secondary diploma with a major in business, administration or health-related field.
• Four years of experience, including at least two at a senior secretarial or administrative level.
• Ability to coordinate meetings and take minutes/use technology.
• Proficient in Microsoft Office (Word, PowerPoint, Excel, Outlook) and related software.

Responsibilities

• Provide proactive and comprehensive administrative support to EVP, Physician Workforce and Stewardship, Medical Directors and others within the branch.
• Calendar management: prioritize meetings, arrange travel, and prepare background materials.
• Draft correspondence, proofread and edit documents; prepare Board-level presentations.
• Prepare minutes and track action items; manage expense claims and invoices.

Skills

Communication skills

Attention to detail

Time management

Flexibility

Confidentiality

Interpersonal skills

Problem solving

Teamwork

Education

Diploma (2-year) in business/administration/health

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Outlook

Job description

The AMA is recruiting for the position of Administrative Assistant. As a member of the Physician Workforce and Stewardship team, the Administrative Assistant will play a critical role in ensuring that AMA initiatives are supported through providing proactive and comprehensive administrative support

This is a temporary position ending on December 31, 2027, with the possibility of an extension.

Who are we?

The AMA is the official voice of the medical profession in Alberta. The association advocates for and supports Alberta physicians, strengthening their leadership in the provision of sustainable health care. For more information on the AMA please visit our website at www.albertadoctors.org .

Why work for the AMA?

At the AMA, we know that employees are fundamental to our success as an organization. We take pride in hiring client-oriented relationship builders who embrace teamwork, personal growth and development and truly want to help us succeed. As part of our employee experience, we provide a competitive compensation package, benefits, work-life balance and development opportunities.

The AMA has a hybrid work environment. The successful candidate will be based out of our Edmonton or Calgary office and will have the opportunity to work from home but will be required to go into the office or attend in person when required.

Team Overview

Physician Workforce & Stewardship branch is responsible for supporting physicians in their leadership roles, contributing to the development, optimization and distribution of the physician workforce within Alberta’s health system. The branch will drive initiatives related to physician workforce planning, professional development, workforce diversity, and operational efficiency to support Alberta’s physicians to continue delivering quality patient care.

Position Overview

The Administrative Assistant will be responsible for providing proactive and comprehensive administrative support to the EVP, Physician Workforce and Stewardship. You will utilize your strong organizational and collaboration skills to work closely with other team members to ensure seamless coordination of support.

This position requires some evening and weekend hours to support meetings/events and occasional travel (within Alberta) may be required to attend committee meetings.

Key Responsibilities:

• Provide proactive and comprehensive administrative support to EVP, Physician Workforce and Stewardship, Medical Directors and others within the branch.
• Calendar management: prioritize meetings, book travel arrangements and provide required background materials prior to meeting.
• Draft correspondence, proofread and edit documents.
• Prepare documents and PPT presentations based on content provided for Board level presentations.
• Compile and provide accurate results on preliminary research on specified topics.
• Provide administrative support for committees within the Physician Workforce and Stewardship portfolio including:
  • Schedule meetings with staff, members and/or external stakeholders (meetings can require a combination of face-to-face, videoconference, and teleconference from multiple locations).
  • Assist with agenda preparation and distribution.
  • Attend meetings to provide support and take notes/use appropriate technology.
  • Prepare minutes and track action items.
  • Handle expense claims.
  • Process honoraria claims and invoices as part of the Health System Transformation administrative team
• Other administrative tasks as required.

Education and Experience

• Two-year post-secondary diploma with a major in business, administration or health-related field.
• Four (4) years of experience of which at least two have been at a senior secretarial or administrative level.
• Must have the ability to coordinate meetings and take minutes/use appropriate technology.
• Thorough working knowledge of Microsoft Office, including Word, PowerPoint, Excel and Outlook. Experience with other types of software applications an asset.
• Equivalent education/experience will be considered.

Skills

• Above average communication skills, both written and verbal
• Focus on accuracy, attention to detail, quality service
• Task management driven, tenacious on follow up with others
• Flexible and adaptable, able to work within a changing environment
• Able to communicate in a way appropriate to the environment, maintaining confidentiality when required
• Able to communicate with and relate to individuals across all levels of the organization (staff and membership)
• Strong organizational skills
• Strong interpersonal skills
• Good problem solving/critical thinking skills
• Able to work independently and as part of a team
• Able to exercise sound judgment and take initiative, using knowledge of day-to-day operations, key priorities and urgency of issues

The salary for this role is between $54,633 - $71,022 per annum.