Administrative Assistant Manager

Nova Scotia Health; Halifax; Hybrid; CAD 30,000 - 60,000; Full time

Job summary

A respected health organization in Halifax is seeking an Administrative Support professional. The ideal candidate will provide high-level support, coordinate recruitment, and maintain office operations. Required qualifications include a High School Diploma, experience in administrative roles, and strong IT skills. This position offers a permanent hourly full-time contract in a hybrid work environment.

Qualifications

• Minimum three years experience providing administrative support to management level preferred.
• Demonstrated superior IT skills required.
• Proven ability to act decisively with high initiative.

Responsibilities

• Coordinates and assists with recruitment process.
• Provides high-level support to the managers.
• Handles confidential and sensitive information discreetly.
• Organizes and maintains electronic and hard copy filing system.
• Schedules and organizes appointments and meetings for managers.

Skills

Keyboarding skills of 60 wpm

Excellent judgment

Superior IT skills

Organizational skills

Strong communication skills

Time management

Problem-solving skills

Education

High School Diploma or GED

Graduate of an Office Administration Program

Tools

Windows

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Publisher

Microsoft Outlook

Job description

Job Overview

IWK Health is a respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million children, youth, adults and families each year across the Atlantic region. IWK Health is a respected academic health sciences centre located in Halifax Nova Scotia providing tertiary and primary care for two million children youth adults and families each year across the Atlantic region. We have a team of approximately 4000 employees physicians volunteers and learners at sites across Nova Scotia. People build careers with IWK Health with our focus on training and mentorship opportunities. We recognize each others talent and celebrate our successes. We collaborate in modern facilities or virtually from home align our work to our values and enjoy access to enhanced benefits and wellness programs. We are proud to support our patients families and communities and are grateful for the generous donor support we receive Promoting an anti-racist environment and calling out discrimination as we work and provide care is important to us. We are located in Mikmaki the unceded and ancestral territory of the Mikmaq people. Working in Mikmaki and providing care to those across Atlantic Canada is a shared privilege with the original inhabitants who have lived here for many thousands of years prior to colonization. There are 13 First Nation communities across Nova Scotia and more than 50 historic African Nova Scotian communities who also have a long deep and complex history dating back over 400 years. We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportions of transgender and non-binary people than any other province or territory in the country. We are active in our work to eliminate discrimination but have more work to do to build that trust acknowledge our biases and reduce the barriers our diverse communities face. We want IWK Health to be a safe and supportive space of equity and belonging in the care we provide and the employment we offer. We welcome all interested persons who self-identify as Indigenous Black / African Nova Scotians Persons of Colour Immigrants / Newcomers Persons with Disabilities 2SLGBTQIA to apply to support our goal for our workforce to be representative of the patients families and communities that we care for at all job levels.

Job Details

Location: Halifax

Type of Employment: Permanent Hourly Full Time (100% FTE) x 1 position

Start Date: ASAP

Union Status: Non-union Management / Non Union Bargaining Unit

Compensation: $22.7873 - $28.4842 / hour

Closing Date: October 2 2025 (Applications are accepted until 23:59 Atlantic Time)

Responsibilities

• Coordinates and assists with recruitment process including organizing interviews, conducting reference checks, preparing interview materials, setting up IT access for new employees and initiating workflows
• Provides high level support to the managers and maintains a high degree of confidentiality with all issues
• Creates written correspondence and proofreads / edits material for accuracy
• Types / transcribes reports, photocopying and distributes accordingly
• Provides administrative support to committees chaired by the Managers in particular minute taking and Meeting Planner
• Provides logistic and organizational support for conference planning including arranging travel, booking and expense recovery
• Organizes and maintains electronic and hard copy filing system including personnel files and recruitment processes
• Assists with budget tracking and monitors financial expenditures as required
• Assists in the development of reports including gathering and compiling information
• Answers telephone / e-mail inquiries and communicates messages and information accurately with follow-up as appropriate
• Manages general office operations (orders, supplies, equipment maintenance, environmental services, claim expenses reports, directs mail maintenance of filing system)
• Provides coordination and administrative support for ad-hoc projects as assigned
• Schedules / organizes appointments and meetings for managers
• Other related duties as assigned

Hours of Work

7.5 hour shifts Monday to Friday Hybrid

Qualifications

• Minimum High School Diploma or GED required
• Graduate of a recognized Office Administration Program required.
• Minimum three (3) years experience providing administrative / secretarial support required to management level preferred.
• Keyboarding skills of 60 wpm preferred.
• Excellent judgment diplomacy and discretion in handling confidential and / or sensitive information required.
• Demonstrated superior IT skills with a thorough working knowledge of Windows Word Excel PowerPoint Publisher and Outlook required.
• Proven time management and problem-solving skills required.
• Demonstrated excellent organizational skills strong communication (verbal and written) and interpersonal skills required. Excellent skill in minute taking.
• Proven ability to act decisively and to exercise a high degree of initiative and self-motivation required.
• Ability to work independently with minimal direction and / or supervision required.
• Demonstrated high regard for quality accuracy and attention to detail required.
• Demonstrated ability to function effectively in a stressful environment with multiple deadlines and concurrent activities.
• Previous experience in a health care environment an asset.
• Experience with MEDITECH SAP / HASP Success Factors (HR) eSource and Internet an asset.
• Competencies in other languages considered an asset; French preferred.