Administrative Assistant to Director, MHA

IWK Health Centre; Halifax; On-site; CAD 30,000 - 60,000; Full time

Job summary

IWK Health Centre is seeking an Administrative Assistant to support the Director of Mental Health and Addictions. This key role involves administrative duties, including managing operations and coordinating activities across the program. The ideal candidate will possess strong organizational skills, a proactive approach, and experience in supporting senior management.

Qualifications

• Minimum 3 years administrative experience supporting senior management.
• Strong knowledge of MS Office applications.
• Ability to manage multiple projects and deadlines.

Responsibilities

• Provide dedicated administrative support to the Director.
• Coordinate daily operations and manage complex assignments.
• Act as the primary point of contact for the Director's office.

Skills

Organizational skills

Communication skills

Judgment

Flexibility

Diplomacy

Time management

Education

Graduate of a University level Business Administration program

Tools

MS Word

Excel

PowerPoint

SharePoint

Outlook

SAP

Meeting Planner

Job description

Click here to apply as an internal applicant.

Company : IWK Health

Department / Program : Mental Health And Addictions , Mental Health And Addictions

Type of Employment : Permanent Hourly FT ( 100% FTE) x 1 position(s)

Start Date : July 2025

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

Compensation : $24.2589 - $30.3236 / hour

Closing Date : June 27, 2025 (Applications are accepted until 23 : 59 Atlantic Time)

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. 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.

The Opportunity

The Administrative Assistant plays a key role in supporting a Director within the Mental Health and Addictions Program. While the primary focus is on providing dedicated administrative support to a specific Director and their portfolio, the position also offers assistance to other Directors and senior leaders within the program as required.

This role is responsible for a broad range of administrative functions, including analytical support and the coordination of daily operations. Acting as the primary point of contact for the Director’s office, the Administrative Assistant ensures the efficient and professional management of all administrative activities. Flexibility, discretion, and the ability to manage competing priorities are essential.

Working with a high degree of autonomy, the Administrative Assistant handles complex and confidential assignments with professionalism and sound judgment. The role demands a deep understanding of the Director’s priorities and a proactive approach to anticipating needs and streamlining workflows. This is a trusted partnership role, where the Administrative Assistant is relied upon for their exceptional organizational skills, strong communication abilities, and unwavering reliability.

Hours of Work

Monday to Friday, 8am - 4pm; however, early mornings and evenings are required so flexibility is essential

Your Qualifications

• Graduate of a University level Business Administration program or a recognized office administration program required.
• Minimum of three (3) years administrative experience supporting senior level management required.
• Strong knowledge and experience using MS Word, Excel, PowerPoint, SharePoint, Outlook (calendar, email) is required.
• Proven ability to act decisively and to exercise a high degree of initiative is required.
• Demonstrated adaptability as well as flexibility in creating / suggesting alternative solutions to meet goals is required.
• A combination of education, training and progressively responsible experience may be considered.
• Knowledge and experience using SAP and Meeting Planner is preferred.
• 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, discretion, and professionalism in handling confidential and / or sensitive materials is essential.
• Superior organization and time management skills are required in order to prioritize and complete assignments in a timely manner.
• 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

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.

This is a Management / Non Union bargaining unit position. Preference is given to bargaining unit employees for unionized positions. Successful applicants changing unions, bargaining units or employment status, are advised to seek clarification regarding their seniority, benefits, and vacation entitlement and / or usage, prior to accepting the position.

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

I f you are an employee ofIWK Health , please apply through the internal careers page to ensure you are flagged as an internal applicant.

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