Senior Administrative Assistant(Bilingual)

Job summary

Provides advanced administrative support to the Vice President, including managing schedules, correspondence, meetings, travel, and priority inquiries. Also supports divisional operations through financial and contract processing, stakeholder communications, records management, vendor coordination, and guidance to temporary staff.

Job details

Why is this role important? 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. • Bilingualism in both official languages(English and French) is required.

What you’ll do

Provides advanced administrative support to the Vice President, including managing schedules, correspondence, meetings, travel, and priority inquiries. Also supports divisional operations through financial and contract processing, stakeholder communications, records management, vendor coordination, and guidance to temporary staff.

Requirements

Requires a college diploma, preferably in business administration or a related field, or equivalent education and experience, plus at least three years of administrative experience supporting senior personnel. Candidates must be bilingual in English and French and demonstrate strong organization, judgment, communication, planning, and Microsoft Office skills.

Listed skills

• Time management · Preferred
• Microsoft Office · Preferred
• Prioritization · Preferred
• Bilingual communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Administrative Support
• Calendar Management
• Correspondence Preparation
• Meeting Coordination
• Travel Arrangements
• Expense Processing
• Contract Processing
• Stakeholder Communication
• Copy Editing
• Records Management
• Vendor Management
• Cost Analysis
• Prioritization
• Time Management
• Microsoft Office
• Bilingual Communication

Job areas

• Administrative
• Management & Leadership
• Finance & Accounting

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