Administrative Assistant 2

South Calgary Primary Care Network; Calgary; On-site; CAD 45,000 - 55,000; Full time

Job summary

A healthcare organization in Calgary is seeking a friendly and organized Admin Assistant to support directors and manage day-to-day building operations. This full-time position demands excellent interpersonal and organizational skills, alongside the ability to work independently. Responsibilities include overseeing building maintenance, coordinating events, and maintaining supply levels. Applicants should have significant administrative experience and preferably a background in healthcare. The role requires some evenings and weekends, offering a supportive team environment with comprehensive benefits.

Benefits

Health, vision, and dental benefits

Health spending/wellness account

Personal development account

Employer matched group RRSP or TFSA plan

Generous vacation, sick and flex days

Professional development opportunities

Parking available at site

Qualifications

• Minimum 5 years of progressively responsible experience in an administrative role.
• Experience supporting senior management in a professional and confidential capacity.
• Experience in healthcare is an asset.

Responsibilities

• Provide administrative support to assigned directors and manage meetings.
• Oversee building maintenance and coordinate with vendors.
• Maintain office and clinical supplies inventory.

Skills

Interpersonal skills

Communication skills

Organizational skills

Problem-solving skills

Attention to detail

Ability to work independently

Education

Secretarial or Office Administrative Diploma or Certificate

Tools

Microsoft Office

Outlook

Job description

Status: Full-time, Permanent

Schedule: Monday - Friday, some evenings and weekends required

Location: Primary Care Network Wellness Centre at #4000, 1800 194 Avenue SE; Calgary, AB

Reports to: Director of Finance & HR

Position Summary

We are looking for a friendly, organized and detail-oriented admin assistant to join our admin team. The Admin Assistant 2 provides administrative support (day-to-day and project based) to assigned Directors, as well as managing day-to-day building operations. Secondary responsibilities include coordinating Town Hall meetings, maintaining storage areas, and overseeing inventory of office and clinical supplies. This position is ideal for someone who likes to take ownership, jump into new tasks with confidence, and work closely with different leaders across the organization. You’ll be part of a supportive team of administrative professionals, while still having your own area of responsibility: overseeing building maintenance and coordinating with contractors and vendors. This role demands the ability to work evening and weekends to facilitate and coordinate after hours access for any contractors and trades to complete their repairs and or installations.

What Does the Role Do?

Administrative Support

• Supports the Management team as needed and assigned for Strategic initiatives in an administrative capacity.
• Provide administrative support to assigned Directors and designates including periodic calendar assistance, editing, proofing and formatting documents, agendas, presentations, meeting notes, mileage and expenses, mailing/couriering, photocopying, and other duties as required.

Building Management

• Oversee the maintenance of the building to ensure a safe and efficient work environment.
• Coordinate with building management company, contractors and/or vendors for repairs, maintenance, and other building-related services.
• Collaborate on building access and security systems.

Supply And Storage Maintenance

• Collaborate with staff to ensure timely replenishment of office and clinical supply levels and that all necessary items are in stock and properly stored.
• Monitor and manage office and clinical supply levels, coordinating with staff to ensure timely replenishment and that all necessary items are in stock and properly stored.
• Organize and oversee storage areas within the Wellness Centre and external units, ensuring space is used effectively and items are easily accessible.
• Assess storage requirements regularly and recommend improvements to enhance efficiency and accessibility.

Event Planning

• Organize and coordinate town hall meetings, including scheduling, venue setup, and providing details to Communication team for distribution.
• Facilitate smooth execution of meetings by managing logistics and providing administrative support.
• Prepare and distribute meeting agendas, minutes, and other relevant materials.
• Administrative support for Health Care Experience activities.

Other Duties

• Ensure compliance with healthcare standards and regulations for the storage and handling of clinical supplies.
• Ensure compliance with safety regulations and standards.
• Supports other Administrative and Executive Assistant job duties in their absence or upon the request of a member of the Senior Leadership Team, including but not limited to the scheduling of Workshops, Onboarding, Physician Onboarding and SLT calendar management.
• Collaborate on creating onboarding schedule for new employees including training, orientation and building access.
• Any other related responsibilities not detailed here but that could be reasonably expected.

Who Should Apply?

• Secretarial or Office Administrative Diploma or Certificate is preferred.
• Minimum of five (5) years of progressively responsible experience in an administrative capacity, including support for senior management positions.
• Experience in a professional and confidential capacity.
• Experience in a healthcare related field is an asset.

What Will Help You Succeed?

• Strong interpersonal and verbal and written communication skills, including the ability to adapt to a range of management styles and to facilitate correspondence for senior team members.
• Demonstrated prioritization, multi-tasking, and organizational skills, including the ability to coordinate Executive schedules.
• Proficiency in the use of Microsoft Office suite and Outlook.
• Strong attention to detail.
• Sound critical thinking, decision making and problem-solving skills.
• High degree of professionalism in working with confidential information.
• Demonstrated ability and willingness to work in a changing and dynamic environment that requires initiative, flexibility, and balancing of competing priorities.
• Positive, professional attitude.
• Self motivated with the ability to work with minimal supervision and in a remote work setting if necessary.

Working Conditions

• Normal office environment.
• Some evenings and weekends required.
• Two supervisory references required.
• Criminal background check required.

Why Work At SCPCN?

It takes an outstanding team to deliver exceptional care. Hello, we’re the South Calgary Primary Care Network. We are change makers, innovators and community builders. We are a uniquely Alberta approach to primary care delivery. We are a group of interprofessional teams and need you to be part of the movement to bring innovative primary health care programs and services to the residents of south Calgary. Established in February 2006, the South Calgary Primary Care Network (SCPCN) includes the areas south of Anderson Road to the southern, western, and eastern city limits.

Employees of the SCPCN enjoy a comprehensive total compensation package that includes:

• Health, vision, and dental benefits
• Health spending/wellness account
• Personal development account
• Employer matched group RRSP or TFSA plan
• Generous vacation, sick and flex days
• Professional development opportunities
• Parking available at site

The SCPCN culture is defined by 5 core values: Innovation, accountability, integrity, collaboration and wellness. They provide a foundation on which we perform work and conduct ourselves. Our mission is to build healthier communities in south Calgary through the evolution and transformation of primary care in collaboration with our wellness partners.

Are you ready to join us lead optimal personal and community wellness now and into the future?

If this sounds like the perfect opportunity for you, simply apply online with your resume and cover letter.

We thank all candidates for applying, however only short-listed candidates will be contacted for an interview.