Administrative Assistant, Medicine/Assistant Administratif, Médecine

Administrative Assistant, Medicine

Group: Science and Medicine

Reports to: Executive Assistant, Science and Medicine

Location: WADA Headquarters, Montreal, Canada

Posting deadline: 23 May 2025

WHO WE ARE

The World Anti-Doping Agency (WADA) was established in 1999 as an international independent agency to lead a collaborative worldwide movement for doping-free sport. As the global regulatory body, WADA’s primary role is to develop, harmonize and coordinate anti-doping rules and policies across all sports and countries. Our key activities include: scientific and social science research; education; intelligence & investigations; development of anti-doping capacity; and, monitoring of compliance with the World Anti-Doping Program.

POSITION OVERVIEW

The Administrative Assistant, Medicine will provide administrative and logistical support to the members of the Medical Team. The Assistant might be expected, from time to time, to support deliverables and objectives of other members within the Science and Medicine Department as needed.

KEY RESPONSIBILITIES

1. Organize and manage documents for the Medical Team on SharePoint;
2. Support the preparation of formatting and sending departmental correspondence, documents, information packages, agreements, and payments;
3. Coordinate the review and update of Therapeutic Use Exemptions (TUE), Physician Guidelines (TPGs) and TUE Checklists which includes formatting, and working with the Communications Team;
4. Handle travel authorizations, expense claims, reconciliations, purchase orders, and payment processing;
5. Prepare the yearly calendar of activities and meetings of the Medical Team;
6. Assist with administrative tasks on TUE Cases;
7. Review or prepare PowerPoint presentations as required;
8. Manage the medical inbox and coordinate appropriate responses;
9. Follow-up on subscriptions and renewals when needed;
10. Organize and coordinate meetings and teleconferences of the TUE Expert Advisory Group and other Medical Working Groups;
11. Assist WADA’s Events Manager and/or local hosts to organize TUE Symposium.

QUALIFICATIONS AND SKILLS

1. Over five years of experience as an administrative assistant, demonstrating proficiency in office management and support functions;
2. Exceptional organizational skills with a keen attention to detail;
3. Proven ability to effectively prioritize tasks in fast-paced environments;
4. Self-motivated with a strong sense of initiative and problem-solving abilities;
5. Collaborative team player with excellent interpersonal and communication skills;
6. Excellent oral and written skills in one of the two WADA official languages (English/French) and very good command of the other official language. Additional languages are an asset;
7. Experience preparing expense claims, coordinating travel, organizing meetings, updating databases and other related administrative duties;
8. Proficiency with MS Office (SharePoint (considered an asset), Outlook, advanced Word, advanced Excel and advanced PowerPoint);
9. Working outside of normal business hours occasionally expected;
10. Fit with organizational culture: Teamwork, team spirit and love of sport;
11. Aligned with WADA core values: Integrity, Openness and Excellence.

WHAT WE OFFER

1. Competitive Benefits Package.

Vision: WADA’s vision is a world where all athletes compete in a doping-free sporting environment.

Mission: WADA's mission is to lead a collaborative worldwide movement for doping-free sport.

About us: WADA is headquartered in Montreal, Canada and has regional offices in Cape Town, South Africa; Lausanne, Switzerland; Montevideo, Uruguay; Tokyo, Japan and the office of the President in Warsaw, Poland. As of December 2024, the Agency employs approximately 180 employees and is represented by 56 nationalities. We value the diversity of our employees – current and future – that, as a global team, endeavor every day to protect the rights of clean athletes worldwide.

The masculine is used in our communications for the sole purpose of lightening the text and it designates all genders. WADA believes in the success of an inclusive organization that values diversity within its team. All qualified candidates will be considered for this position in a fair manner. WADA would like to thank all candidates who have shown an interest by applying for a position. However, after a thorough profile review, only the retained candidates will be contacted.