Administrative Assistant

Job summary

Serve as the central administrative contact for the Senior Program Officer, managing schedules, office logistics, meetings, travel, correspondence, expenses, and project documents. Support portfolio operations and projects, improve administrative processes, liaise with program and service departments, and manage and orient administrative staff.

Job details

Your Opportunity: Women’s and Child Health is a dynamic and specialized program dedicated to supporting the health and well-being of women, newborns, children and families across the communities we serve. The program brings together a diverse range of clinical services and dedicated teams, including labour and delivery, postpartum, neonatal intensive care and child health services. As an Administrative Assistant supporting the Senior Program Officer, Women’s and Child Health, you will be an important part of a team working to advance high-quality, compassionate, person-centred care. Your work will help create the strong administrative foundation that enables program leaders and clinical teams to focus on what matters most — providing safe, respectful and exceptional care to patients and families. This is an opportunity to contribute to a program that touches people at some of the most significant and vulnerable moments of their lives. You will work alongside leaders, clinicians and partners who are committed to collaboration, innovation and continuous improvement in women’s and children’s health. At Covenant Health, every role contributes to our mission of serving with compassion, upholding the sacredness of life and caring for the whole person — body, mind and soul. Guided by our values of compassion, respect, collaboration, social justice, integrity and stewardship, you will have the opportunity to make a meaningful difference through the work you do each day. Description: Reporting to the Senior Program Officer (SPO), the Administrative Assistant will function as the central point of contact for the office. The position will manage the schedule and oversee the logistics of the SPO’s office as well as collaborate with program management on important projects and assist with day to day administrative and operational problem solving for the portfolio. The position also plays a valuable role in ensuring that all administrative processes and practices within the portfolio are optimized to improve efficiency. The position will hold delegated signing authority at the Administrative Support level and perform a full range of administrative support functions including but not limited to: reconciling and analyzing portfolio expenditures; preparing business documents and spreadsheets; creating correspondence and memorandums; anticipating needs and assisting with the recruitment process; scheduling and coordinating meetings, interviews and special events as well as coordinating travel arrangements and itineraries; preparing expense claims; and overseeing office supplies and equipment. Organization of large quantities of documents and data files on projects will be maintained by this position. This position liaises will all programs and service departments within the portfolio and may provide secretarial support to them on an ad hoc basis, including Facility Chiefs. This position is responsible for the managing and orientation of administrative staff within the SPO’s portfolio. Classification: Administrative Assistant Union: COV OUT OF SCOPE Unit and Program: Women's and Child Health Primary Location: Grey Nuns Community Hospital Location Details: As Per Location Employee Class: Regular Full Time FTE: 1.00 Posting End Date: 26-OCT-2026 Date Available: 23-NOV-2026 Hours per Shift: 7.75 Length of Shift in weeks: 2 Shifts per cycle: 10 Shift Pattern: Days Days Off: As Per Rotation Minimum Hourly Salary: $25.96 Maximum Hourly Salary: $38.94 Vehicle Requirement: Not Applicable Required Qualifications: Must have a related post-secondary certificate or an equivalent combination of education and experience. Must have at least 2 years directly related experience at a senior administrative support level. Must be capable of working in a busy office environment and managing multiple priorities while retaining large amounts of information relating to the portfolio. Must display a positive, professional demeanor at all times and have excellent interpersonal skills. Must be capable of coordinating and organizing special events and meetings. Must be able to capture meeting deliberations concisely and accurately through minute taking. Critical thinking skills with the ability to evaluate and solve problems. Concise communication skills to provide and receive information effectively. Effective time management skills to be able to deliver assigned tasks promptly. Excellent computer skills with an understanding of basic office applications including MS Office, Excel, MS Teams, and Teams. Working knowledge of Connect Care, E-facilities, IT Service Portal, RMS, iExpense, Markview, and supply procurement processes. Additional Required Qualifications: As required. Preferred Qualifications: As required.

What you’ll do

Serve as the central administrative contact for the Senior Program Officer, managing schedules, office logistics, meetings, travel, correspondence, expenses, and project documents. Support portfolio operations and projects, improve administrative processes, liaise with program and service departments, and manage and orient administrative staff.

Requirements

Requires a related post-secondary certificate or equivalent education and experience, plus at least two years of directly related senior administrative support experience. Candidates must demonstrate strong organization, communication, minute-taking, problem-solving, and time-management abilities, along with proficiency in office applications and working knowledge of specified health-system and administrative tools.

Listed skills

• Administrative Support · Preferred
• Problem solving · Preferred
• Critical Thinking · Preferred
• Time management · Preferred
• interpersonal communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Schedule Management
• Meeting Coordination
• Minute Taking
• Event Coordination
• Travel Coordination
• Expense Claims
• Expenditure Reconciliation
• Spreadsheet Preparation
• Document Management
• Recruitment Support
• Problem Solving
• Critical Thinking
• Time Management
• Interpersonal Communication
• Administrative Staff Orientation

Job areas

• Administrative
• Healthcare
• Management & Leadership
• Finance & Accounting
• Human Resources

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