Administrative Assistant to Director

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

Job summary

An established health authority is seeking a dedicated Administrative Assistant to support the Director of Interprofessional Practice and Learning. This pivotal role involves managing complex administrative tasks, coordinating schedules, and maintaining communication with various stakeholders. The ideal candidate will demonstrate exceptional organizational skills, a strong command of office tools, and the ability to thrive in a dynamic environment. Join a team committed to providing high-quality care while promoting inclusivity and diversity. This opportunity offers a chance to make a meaningful impact in the healthcare sector while enjoying a supportive work culture.

Benefits

Flexible work arrangements

Enhanced benefits

Wellness programs

Training and mentorship opportunities

Qualifications

• 3+ years of administrative experience supporting senior management.
• Graduate of Business Administration or Office Administration program required.

Responsibilities

• Support the Director with administrative operations and correspondence.
• Manage office operations and coordinate human resource activities.

Skills

Excellent judgment

Strong communication skills

Time management skills

Ability to work independently

Customer service skills

Adaptability and flexibility

Education

University level Business Administration

Recognized Office Administration program

Tools

MS Word

Excel

PowerPoint

SharePoint

Outlook

SAP

Job description

Req ID: 197087
Department/Program: Professional Practice
Location: Halifax
Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s)
Start Date: March 24, 2025
Union Status: Non-union, Management/Non Union Bargaining Unit
Compensation: $23.7832 - $29.729/hour
Closing Date: February 24, 2025 (Applications are accepted until 23:59 Atlantic Time)

This is not a designated position; however, preference will be given to qualified candidates who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, and/or 2SLGBTQIA+. Please self-identify on your application.

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 other’s 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 Mi’kma’ki, the unceded and ancestral territory of the Mi’kmaq people. Working in Mi’kma’ki 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. 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.

The Opportunity

The Administrative Assistant supports the Director of Interprofessional Practice and Learning as the primary point of contact for the office, providing execution of administrative operations, analytical assistance, and coordination of all administrative matters. The Administrative Assistant performs highly complex, confidential, and analytical assignments with only general direction provided by the Director and has an exceptionally strong command of all administrative matters associated with the Director’s office. The Administrative Assistant has a partnership relationship with the Director such that there is 100% confidence in the skills and qualities of the Administrative Assistant.

• Serves as initial contact/resource person for the Director; reviews and responds to all incoming correspondence and inquiries, bringing attention to issues of particular relevance or urgency.
• Schedules and prioritizes the Director’s calendar and prepares background material for daily meetings.
• Develops and maintains processes for issues management; keeping the Director appraised of events/information that affect workflow and service delivery.
• Initiates and composes routine and complex correspondence; as well as proofreads and edits material submitted for the Director’s signature and use.
• Acts as liaison between Director and the Executive Leadership team, direct reports, and all other internal or external customers.
• Establishes and maintains a variety of information systems.
• Manages general office operations (orders supplies, equipment maintenance, environmental services, claim expenses reports, directs mail, maintenance of filing system).
• Prepares purchase/cheque requisitions and resolves invoice discrepancies.
• Organizes travel/accommodations, preparing travel request submissions and claim expense reports.
• Coordinates payroll for assigned staff.
• Coordinates human resource activities within the area of responsibility and liaises with the HR Department.
• Provides administrative support to selected committees under the responsibility of the Director and serves on committees or task forces as assigned.
• Provides coordination and administrative support for ad-hoc projects as assigned.
• Coordinates/organizes logistics for large meetings, conferences, and functions as required.

Hours of Work

Monday to Friday; 75 hours biweekly; flexibility of hours may be required. Hybrid work arrangements are available.

Your Qualifications

• Graduate of a University level Business Administration program or a recognized Office Administration program required.
• Minimum of three (3) years of administrative experience supporting senior-level management required.
• A combination of education, training, and progressively responsible experience may be considered.
• Ability to work independently with minimum direction and/or supervision is essential.
• Must have the ability to function effectively in a stressful environment where multiple deadlines and concurrent activities are the norm.
• Excellent judgment, diplomacy, and discretion in handling confidential and/or sensitive materials are essential.
• Proven ability to act decisively and to exercise a high degree of initiative is required.
• Superior organization and time management skills are required to prioritize and complete assignments in a timely manner.
• Demonstrated adaptability as well as flexibility in creating/suggesting alternative solutions to meet goals is required.
• Must possess a strong business sense; understanding the business implications of decisions.
• Strong communication skills, both written and oral, are essential as well as excellent customer service skills.
• Strong knowledge and experience using MS Word, Excel, PowerPoint, SharePoint, Outlook (calendar, email) is required.
• Knowledge and experience using SAP and Meeting Planner is an asset.
• Competencies in other languages an asset.

Thank you for your interest in IWK Health.

Please note that we only contact applicants selected for interview/testing. If we invite you to participate in an assessment process (such as an interview or testing) you have the right to request accommodation. Please discuss your needs when invited to the assessment process.

An offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials.

If you are an employee of IWK Health, please apply through the internal careers page to ensure you are flagged as an internal applicant.