Administrative Assistant, NCIME (term position)

at  The Association of Faculties of Medicine of Canada

Job Title: Administrative Assistant, NCIME
Location: Remote – Open to anywhere in Canada.
Department: Academic & Operations
Reports To: CEO
Starting Salary Range: $65,000 - $70,000

JOB SUMMARY:

As a key member of the NCIME’s Academic and Operations teams, the Administrative Assistant provides support to the Board of Directors, Chief Executive Officer (CEO) and the Executive Director Academic (EDA). Reporting to the CEO, the incumbent is responsible for scheduling appointments, planning in-person and virtual meetings, sending invitations and tracking responses. The Administrative Assistant is also responsible for ensuring files are properly saved and archived, preparing meeting packages, maintaining NCIME contact lists and assisting with event logistics.

ROLE RESPONSIBILITIES:

• Schedule appointments and assist with the management of CEO and EDA calendars;
• Schedule virtual and in-person meetings for the NCIME Board of Directors, Academic Advisory Council, Elders and Knowledge Keepers Circle and Partnership Circle, send scheduling polls as needed and maintain meeting calendar;
• Provide administrative support to NCIME leadership as needed;
• Record virtual meetings and save copies of recordings and transcripts for NCIME record-keeping purposes;
• Take meeting minutes;
• Prepare and maintain information management systems: archives, reports, templates;
• Book meeting rooms and reserve hotel rooms for in-person meetings;
• Maintain organized records of NCIME activities, including membership/contact lists, meeting schedules, and documents;
• Organize SharePoint files;
• Prepare and disseminate meeting packages;
• Prepare travel claim forms for reimbursements as needed for CEO and EDA;
• Prioritize and execute tasks in a high-pressure environment;
• Willing to travel occasionally and work flexible hours to meet deadlines, as required; and
• Other duties as assigned.

What you’ll need to be successful in the role (essential qualifications):

• Post-secondary certificate or degree in administration or a related field OR equivalent experience;
• 5 years’ experience in an administrative support role;
• Highly motivated, positive attitude and the ability to work independently and part of a team;
• Ability to collaborate and work closely with others, fostering teamwork to achieve shared goals;
• Experience coordinating small to large meetings, including supporting agenda development and minuting;
• Advanced knowledge of various software programs, such as Zoom/MS Teams, Outlook, Word, Excel, PowerPoint, SharePoint, etc.;
• Strong written and verbal communication skills with the ability to communicate effectively with people in all levels of health care, government and academia;
• Ability to complete a high volume of work within deadlines;
• Excellent organizational and time management skills;
• Strong interpersonal skills, including an ability to develop and maintain relationships with internal and external stakeholders;
• Good problem-solving skills;
• Experience writing and delivering communications;
• Ability to work with little supervision and the ability to take initiative;
• Flexible and capable of multi-tasking with several competing requests and changing priorities;
• Strong attention to detail

While fulfilling job responsibilities, this role requires flexibility to work in different environments, including a remote home office setup, occasional travel, and participation in in-person meetings. Due to these demands, the employee will typically engage in the following activities:

• Extended periods of sitting, often at a computer workstation.
• Flexibility in work hours, including the potential for occasional overtime, to meet project deadlines, especially when coordinating with different time zones or during travel