Senior Administrative Assistant(Bilingual)

Canadian Institute for Health Information (CIHI); Toronto; Sur place; CAD 50 000 - 70 000; Plein temps

Résumé du poste

CIHI in Canada invites a Senior Administrative Assistant to provide advanced support to the Vice President and oversee the day-to-day office administration. The role manages schedules, prioritizes information flow, and drafts responses with discretion.

The position also coordinates travel, meetings, vendor liaison, and supports division staff while maintaining confidentiality across time zones and changing priorities.

Qualifications

• College diploma in business administration or related field.
• Minimum 3 years of admin experience with senior personnel.
• Strong multitasking and prioritization abilities.
• Excellent written and verbal communication; discretion and tact.
• Proficiency with Microsoft Office.

Responsabilités

• Provides advanced administrative support and organizes the day-to-day activities of the Vice President.
• Provides administrative support to other staff within the division as required.
• Processes contracts, payments, invoices, expenses, and related disbursements.
• Deals with internal and external stakeholders as the first point of contact for inquiries.
• Allocates work to temporary staff and provides orientation/training on computer functions.
• Interprets administrative policy/procedure for the organization.
• Maintains filing systems and records management.
• Liaises with suppliers and conducts cost analyses for office equipment and services.

Connaissances

Office administration

Planning & scheduling

Communication skills

Multitasking

Discretion & tact

Formation

College diploma

Outils

Microsoft Office Suite

Description du poste

This position provides support to the Vice President to oversee all aspects of office administration.

The Senior Administrative Assistant provides advanced support to the Vice President by prioritizing activities and handles the flow of information to and from the office. This includes ensuring the Vice President is aware of priority issues and sensitive inquiries. He/she independently handles a wide variety of issues, including determining who should respond to specific priority items. He/she responds quickly to changing priorities and uses sound judgement in assessing the urgency and importance of various issues.

What you'll do

1. Provides advanced administrative support and organizes the day-to-day activities of the Vice President. This includes managing the Vice President’s schedule, screening incoming information/requests, processing correspondence from draft to final script, collecting and preparing information for the Vice President’s use in meetings, preparing minutes, travel arrangements, etc.
2. Provides administrative support to other staff within the division (as directed by the Vice President and as required) such as ordering office supplies, arranging external meeting rooms, catering, making travel and accommodation arrangements for internal and external participants at meetings and events, preparing travel claims, processing external/interoffice mail and courier deliveries etc.
3. Processes contracts, contractor payments, prepares invoices for payment, AMEX and petty cash disbursement/reconciliation, prepare/process business and travel expenses, , and initiating/ monitoring transfer payments.
4. Deals with internal and external stakeholders at all levels and acts as the first point of contact for inquiries to the office. Composes replies to general inquiries of a non-technical nature, acknowledgements and interim replies. Provides copy editing on a variety of correspondence, reports, etc.
5. Allocates work to temporary staff as required, including co-op students and provides orientation/training to staff on various computer functions.
6. Interprets administrative policy/procedure for the organization and other issues as required.
7. Organizes and maintains the filing system for the division including archiving of documents in accordance with Records Management Guidelines.
8. Liaise with suppliers and conduct comparative cost analysis in use of various office equipment/furniture/kitchen appliances and provide recommendation to management. Set-up and manage various accounts with vendors providing service to the division (e.g., hotels and other venues used to host bi-annual regional conferences).

What you'll bring to the table

• College diploma, preferably in business administration or a related field or equivalent education/experience.
• Minimum 3 years related administrative experience with senior level personnel.
• Ability to manage numerous priorities and urgent requirements simultaneously.
• High degree of initiative, judgment, discretion and tact.
• Strong communication and effective interpersonal skills. Ability to work cooperatively with colleagues and senior management who are located in various locations and time zones.
• Proven organization/time management skills. Must be able to multi-task to function well in a fast paced, demanding environment.
• Working knowledge of the organization’s structure, current initiatives and protocol.
• Excellent planning and negotiating skills.
• Ability to meet occasional travel requirements and a flexible work schedule (e.g., periodically requires overtime on weekends and evenings during peak work periods).
• Strong working knowledge of Microsoft Office Suite (Word, Excel, and PowerPoint).

Additional Requirements

• Primary locations: Toronto or Ottawa.
• Must comply with all CIHI workplace policies, including privacy and confidentiality.
• Fluency in English is required, bilingualism in both official languages is an asset.