Administrative Assistant (Part-Time Position to April 30, 2026)

Health Workforce Canada; Ottawa; Remote; CAD 30,000 - 60,000; Part time

Job summary

A healthcare organization is looking for a part-time Administrative Assistant to support senior executives with daily administrative tasks. This virtual role requires experience in administration, strong organizational skills, and effective communication. The candidate will manage schedules, handle inquiries, and assist with finance tasks. A minimum of 5 years of relevant experience is necessary. Fluency in both official languages is preferred.

Qualifications

• Minimum 5 years related administrative experience at a senior level.
• High degree of initiative, discretion and tact.
• Effective verbal and written communications skills.

Responsibilities

• Administer day-to-day activities of the CEO and CFO.
• Manage information flow to/from the CEO's office and act as liaison.
• Support finance tasks including tracking accounts payable and receivable.

Skills

Organizational ability

Interpersonal skills

Fluency in both official languages

Education

Post-secondary education or equivalent

Tools

Microsoft Office Suite

Job description

Please apply on Isarta.com

https : / / isarta.com / jobs / ?utm_source=IND&job=113937

Administrative Assistant

Part-Time Position to April 30, 2026)

Location : Virtual part-time employment opportunity with in-person team meetings a few times per year, for a maximum of 3 consecutive days

Working Hours : part-time hours with a minimum of 3 hours per day, 5 days per week for a total of 20 hours per week.

Reports to : Chief Financial Officer

Job Summary

Health Workforce Canada was established in 2023 to strengthen health workforce data and planning to ensure health workers are there to provide the care people need. With our partners, we are bringing together health workforce experts and those in the health care field to learn from each other and to create a cost-effective and sustainable health care system. The ultimate goal is to help ensure health workers are there to provide the care people in Canada need. We have already made significant progress in engaging stakeholders, sharing dynamic health workforce data dashboards, and advancing health human resource modelling and forecasting.

Reporting to the Chief Financial Officer, the Administrative Assistant provides daily administrative assistance to the CEO and senior team, as required.

The Administrative Assistant collects background documentation required by the CEO, CFO and other senior team members, and drafts correspondence, as required. The incumbent will respond to inquiries from both internal and external clients, provide effective and timely client service, gather information and ensure that HWC policies and guidelines related to the role are followed.

Duties and Responsibilities

Communication, Calendar Management and Meetings

1. Using a high level of initiative, discretion and judgment, administers and co-ordinates the day-to-day activities of the CEO, CFO and other members of the senior team, and provides administrative support to the other members of the Health Workforce Canada team, as required. Working closely with the Chief Financial Officer, manages the flow of information to and from the CEO's office; acts as liaison for both internal and external stakeholders; schedules appointments and meetings; arranges travel, completes expense claims and maintains accurate records and filing system (shared and department) ensuring documents are accessible and secure.

2. Receives and screens incoming calls, queries, mail, HWC general inbox, Accounts Payable inbox, publications and correspondence and ensures the queries are routed effectively (as required) and that timely responses are provided. Composes replies to general inquiries of a non-technical nature, acknowledgements and interim replies. Consults with staff members, responds to inquiries and drafts replies.

3. Serves as the first point of contact for many key stakeholders connecting with HWC and therefore is very aware of and sensitive to the importance of a warm, open, friendly approach.

4. Manages relevant distribution lists to support the work of the CEO and senior team. Works with the engagement team and other members of HWC to develop a client management tracking system and contact list.

5. Collaborates with administrative support staff from Health Canada, CIHI and other key stakeholders.

6. Submits documents for translation and proofreads French versions (if bilingual) against English originals to ensure accuracy.

7. Coordinates in-person and virtual meetings, including all-staff, data sprints, and senior management team meetings. Manages invites, agendas, and follow-ups.

Finance and Procurement Support

8. Supports the Finance and Procurement lead with the tracking of accounts payable and accounts receivables tasks including coding vendor invoices and generating customer invoices.

9. Maintains records of events including financial details (e.g. attendees and costs).

10. Maintains all corporate credit cards statements and coordinates tracking of expense receipts, and other invoices / bills for the organization, i.e. phone bills, information technology equipment and services

11. Reviews and / or prepares expense and travel reimbursement requests with adherence to travel / finance policies and procedures.

12. Provides support to the organization for procurement activities, as needed.

General Administrative Duties

13. Participates on special projects by assisting team leaders with planning and follow-up for initiatives undertaken by the organization.

14. Supports procurement processing, as well as other related duties that may be required to support HWC team members.

Knowledge and Experience

• Education at the post-secondary level or equivalent related education / experience.
• Minimum 5 years related administrative experience at a senior level.
• Proven organizational ability and ability to work in a fast-paced environment.
• High degree of initiative, discretion and tact.
• Strong interpersonal skills and ability to network and collaborate with both internal and external stakeholders.
• Strong working knowledge of the Microsoft Office Suite (Word, Excel and PowerPoint), email and electronic calendar software.
• Effective verbal and written communications skills.
• Fluency in both official languages is preferred.
• Ability to meet travel requirements

Last Revision : May, 2025

Please apply on Isarta.com

https : / / isarta.com / jobs / ?utm_source=IND&job=113937