The Alberta Medical Association is seeking an experienced and customer focused Administrative Assistant to primarily support physician leaders within the Sections of Family Medicine and Rural Medicine, but as required also support physician leaders and their respective groups within the AMA. SFM and SRM are sections within the AMA that represent family physicians in a complex health system. They represent the interests and realities of Alberta’s family physicians.
The AMA is the official voice of the medical profession in Alberta. The association advocates for and supports Alberta physicians, strengthening their leadership in the provision of sustainable health care. For more information on the AMA please visit our website at www.albertadoctors.org.

POSITION OVERVIEW

The Administrative Assistant will be responsible for providing proactive, customer-orientated administrative support to physician leaders, their executives and respective groups. You will utilize your strong organizational and collaboration skills to work closely with other team members to ensure seamless coordination of support.
This position requires some evening and weekend hours in order to support meetings/events and occasional travel (within Alberta) may be required to attend section meetings.

In this role you will:

• Anticipate, understand, and respond to the needs of AMA physician leaders, including managing calendars, triaging correspondence, supporting meetings and other section activities.
• Establish and maintain positive working relationships with physician leaders and their members, as well as other AMA departments and staff, to achieve goals as established by SFM, SRM and other AMA groups.
• Communicate effectively using effective communication tools and techniques. Correspond with, and on behalf of, Section Presidents and other AMA physician leaders as required. This includes monitoring and triaging the section presidents’ emails, preparing responses to correspondence and handling enquiries.
• Provide administrative support for committees and other meetings, as assigned (meetings can require a combination of face-to-face, videoconference, and teleconference from multiple locations), including travel arrangements, scheduling, overseeing logistical details, assisting with agenda and document preparation, preparation of minutes, tracking action items and meeting attendance, providing on-site or virtual administrative support and processing meeting attendee expense claims.
• Support governance activities for sections including sending calls for expressions of interest and nominations, elections, and other bylaws-related requirements.
• Set priorities, develop a work schedule, monitor progress and track section details, data, dates, information and activities. This includes maintaining accurate section executive slate information for purposes of governance compliance, section administration and operations and general communication.
• Provide support and cross-coverage within the Governance branch, e.g., RF and its operations.

As the ideal candidate, you possess the following qualifications:

Education and Experience

• Two-year post-secondary diploma with a major in business, administration or health-related field.
• Four years of administrative experience in a professional office and/or healthcare environment.
• Experience supporting committees or boards including coordination of meetings, taking minutes, and tracking action items is essential for this role.
• Experience with records and email management, as well as triaging communications.
• Experience working with Office 365, including Microsoft Word, Teams, PowerPoint and Excel is required.

Skills:

• Must be fully able to work effectively in a virtual environment (Zoom, MS Teams, off-site).
• Must have superior organizational skills to apply to critical tasks and be able to work proactively to deliver operations in a timely manner.
• Strong writing skills required, particularly with respect to letter composition, business communication and appropriate transcription/synopsis of recorded meetings.
• Be responsive to the demands of work challenges and adapting to change, meet short timelines, and be flexible and prioritize quickly. Must have superior communication and collaboration skills, taking responsibility for own work but able to work with team members in a set of shared tasks, sometimes picking up for a teammate in the middle of an initiated project.
• Must have excellent judgment and discretion in dealing with AMA leaders and members: have a willingness to take direction but also be able to work with minimal supervision or direction; be able to anticipate, manage and plan.

• Anticipate, understand, and respond to the needs of AMA physician leaders, including managing calendars, triaging correspondence, supporting meetings and other section activities.
• Establish and maintain positive working relationships with physician leaders and their members, as well as other AMA departments and staff, to achieve goals as established by SFM, SRM and other AMA groups.
• Communicate effectively using effective communication tools and techniques. Correspond with, and on behalf of, Section Presidents and other AMA physician leaders as required. This includes monitoring and triaging the section presidents’ emails, preparing responses to correspondence and handling enquiries.
• Provide administrative support for committees and other meetings, as assigned (meetings can require a combination of face-to-face, videoconference, and teleconference from multiple locations), including travel arrangements, scheduling, overseeing logistical details, assisting with agenda and document preparation, preparation of minutes, tracking action items and meeting attendance, providing on-site or virtual administrative support and processing meeting attendee expense claims.
• Support governance activities for sections including sending calls for expressions of interest and nominations, elections, and other bylaws-related requirements.
• Set priorities, develop a work schedule, monitor progress and track section details, data, dates, information and activities. This includes maintaining accurate section executive slate information for purposes of governance compliance, section administration and operations and general communication.
• Provide support and cross-coverage within the Governance branch, e.g., RF and its operations