Administrative Assistant - Health Promotion-EN

Canadian Forces Morale and Welfare Services; Kingston; On-site; CAD 40,000 - 52,000; Full time

Benefits offered by this job

Health benefits

Flexible leave

Pension plan

Tuition reimbursement

Job summary

Canadian Forces Morale and Welfare Services (CFMWS) seeks an Administrative Assistant to support the Health Promotion Manager. The role focuses on preparing documentation, coordinating briefings, data entry, correspondence management, and ensuring smooth operations for conferences and meetings.

Key duties include coordinating travel, booking venues and equipment, managing the event calendar, and supporting promotional campaigns while delivering strong organizational support in a fast-paced

Qualifications

• College diploma or certificate in Business Administration, Accounting, Office Administration or a related field AND some years experience in administration or in a related field
• Experience in in office administration and records management
• Experience in travel arrangements and travel claims
• Experience in invoice and order processing
• Experience in organizing meetings and schedules
• Experience in drafting and distributing correspondence
• Experience in the preparation of reports
• Experience in maintaining web ready graphics, and desktop publishing
• Experience using computer software applications for word processing, spreadsheets, presentations, databases, e-mail, and Internet browsing

Responsibilities

• Prepare documentation and coordinate briefings for conferences, meetings, and appointments, providing broad administrative support.
• Data entry, document preparation, correspondence management, distribution of information and follow-up tracking.
• Coordinate meetings by scheduling participants, preparing agendas, recording and distributing minutes, and handling logistics.
• Manage event calendar, coordinate registrations, book venues and equipment, arrange event set-up.
• Schedule appointments, coordinate travel arrangements, and support organizational tasks and campaigns.

Skills

Office administration

Travel arrangements

Records management

Invoices & orders

Meetings & scheduling

Correspondence drafting

Reports preparation

Graphic design & desktop publishing

Word/Excel/PowerPoint/Databases

Education

College diploma or certificate in Business Administration, Accounting, Office Administration or a related field

Tools

Office software suite

Job description

CFMWS – WHERE PURPOSE MEETS PASSION!

At Canadian Forces Morale and Welfare Services (CFMWS), we’re more than just a workplace; we’re a proud community dedicated to supporting Canadian Armed Forces members, veterans and their families in their daily lives. We carefully curate and provide programs and services designed to meet their unique needs and enhance their mental, social, physical, financial and familial well-being. CFMWS employees deliver programs and services including recreation, sports and fitness programs, customized financial services, retail services, access to retail savings and discounts and offers family support and organizes charity events.

At Canadian Forces Morale and Welfare Services (CFMWS), we’re more than just a workplace; we’re a proud community dedicated to supporting Canadian Armed Forces members, veterans and their families in their daily lives. We carefully curate and provide programs and services designed to meet their unique needs and enhance their mental, social, physical, financial and familial well-being. CFMWS employees deliver programs and services including recreation, sports and fitness programs, customized financial services, retail services, access to retail savings and discounts and offers family support and organizes charity events. Our success stems from living our values. Our employees care about their role in supporting Canadian Armed Forces members, veterans and their families and act with integrity in all they do. Thriving in our close-knit environment, we act as one team with one mission. We constantly seek new ideas and creative ways to deliver the best possible programs and services. As an employer, we offer a commitment to your health, wellness and growth. We provide a diverse range of roles across many locations and a career where you can make a meaningful impact.

THE ROLE

The Administrative Assistant plays a key role in supporting the Health Promotion (HP) Manager and ensuring the efficient coordination of administrative operations. This position is responsible for preparing documentation and coordinating briefings for conferences, meetings, and appointments, while providing a broad range of administrative and clerical support. Key responsibilities include data entry, document preparation, correspondence management, distribution of information, and tracking follow-up actions. The incumbent coordinates meetings by scheduling participants, preparing and distributing agendas, recording and distributing minutes, and ensuring all logistical requirements are met.

The Administrative Assistant also manages the event calendar and supports the planning and delivery of events by coordinating registrations, booking venues and technical equipment, and arranging event set-up as required. Additional responsibilities include scheduling appointments, coordinating travel arrangements, and providing administrative support for organizational taskings, projects, and promotional campaigns. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment while delivering exceptional administrative support.

Qualifications Needed

Education, Certifications and Licences

College diploma or certificate in Business Administration, Accounting, Office Administration or a related field AND some years experience in administration or in a related field

Experience

• In office administration and records management
• In making travel arrangements and travel claims
• In invoice and order processing
• In organizing meetings and schedules
• In drafting and distributing correspondence
• In the preparation of reports
• In maintaining web ready graphics, and desktop publishing
• In using computer software applications for word processing, spreadsheets, presentations, databases, e‑mail, and Internet browsing

Competencies

Client focus, organizational knowledge, communication, innovation, teamwork and leadership.

Language Requirements

• Reading: Functional
• Writing: Functional
• Oral: Functional

Benefits Available

Health Benefits: Drug coverage, healthcare spending account, virtual care (telemedicine), Employee and Family Assistance Program, mental health support, travel insurance, dental, vision, life insurance and disability insurance.

Work Life Balance: Flexible work options and a wide range of paid/unpaid leave, including paid vacation, family related leave and personal days.

Retirement Planning: A Defined Benefit Pension Plan and Group Savings Plans.

Learning and Development: Tuition Reimbursement Program, online learning opportunities including a LinkedIn Learning subscription and second language training.

Perks: Discounts through CF One Member Appreciation.

Explore all the benefits CFMWS offers by visiting: https://cfmws.ca/Benefits

Other Information

This is an on-site position with an assigned work location.

START DATE

November 16 2026

INCLUSION AND ACCOMMODATION

CFMWS is committed to providing an inclusive, equitable and accessible environment, where all employees feel valued, respected and supported. We welcome applications from all qualified candidates who can help us build a workforce that reflects the diversity of Canadian society. If contacted in relation to a job opportunity or assessment, you should advise the recruitment team in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

Ontario