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Administrative Assistant

Job Number:
J0321-0016
Job Type:
Full Time
Job Category:
Administrative Support
Location:
Montreal, Quebec
Salary:
Open

Administrative Assistant

Title: Administrative Assistant
Location: Montreal, QC
Industry: Healthcare
Permanent, full time position

The mission of our client is to improve the quality of cancer care received by the population served directly by their health network.

Their vision is to become established as a world-class comprehensive cancer network, with quality of care and outcomes in cancer survival, mortality and patient satisfaction as good as leading international comprehensive cancer centers and leading jurisdictional networks.

Reporting to the Director of Operations, the incumbent is responsible for all administration of the office by providing support to the Project Managers as well as liaising with the Clinical Leader, finance manager, hospital administrative support staff, and the Faculty of Medicine for information exchange of documents, reports and event coordination.

Main Responsibilities:
• Acts as the main contact and resource person and ensures the smooth functioning including administration support, file management, and the agenda of the Director of Operations. Administers all requests for meetings. Conducts comprehensive evaluation of all requests and independently determines how information needs to be disseminated.
• Provides comprehensive follow-up and ensures no issues are left outstanding regarding the Director of Operations correspondence, including e-mails and requests. Anticipates difficulties, identifies problems, troubleshoots, independently improves procedures, ensures implementation of solutions to enhance administrative processes. Makes recommendations to the Director of Operations as to how processes and correspondence can be best managed.
• Ensures that all documentation is prepared in advance of the Director of Operations’ meetings. Conducts research on issues/topics. Briefs the Director of Operations on issues/concerns which may arise.
• Collaborates with the Director of Operations, and others in making decisions and establishes work priorities to ensure documentation produced is accurate, timely and complete. Oversees coordination of multiple portfolios.
• Acts as the main resource on all administrative and policies and procedures. Resolves complex problems and instructs others.
• Acts as liaison and representative of the Director of Operations, building close relationships and establishing credibility with internal and external resource persons to obtain and provide information related to areas of responsibility. Maintains good rapport with Faculties/departments/units and relevant organizations and associations to ensure strong working relationships. Ensures that the needs of internal and external clients are met.
• Participates in special projects and performs related duties such as special events. Provides comprehensive support to the organization of major conferences/meetings.
• Under guidance of the Director of Operations, is responsible for updating and maintaining the website.
• Liaises with external organizations and agencies in an integral communications role. Liaises with the Communications Department and Network Project Managers to send out communications. Assists in the preparation of external communications, as well as writing regular communications/newsletters tailored to a variety of internal and external audiences.
• Ensures effective administration of budgetary aspects, including preparation of electronic forms and other documents related to but not limited to expense reports, vendor requisitions and catering.
• Maintains computerized information systems.
• Organizes, distributes and assists with the work of the Cancer Quality and Innovation (CQI) program, working closely with the chair or delegate of the Oncology Program, and provides regular updates at team meetings.
• Performs other duties related to administrative management as required.

Requirements:
• Minimum 5 years’ proven experience as an office administrator, office assistant or relevant role
• Outstanding communication and interpersonal skills; expresses herself/himself clearly and concisely
• Autonomous, self starter that requires minimal supervision to complete tasks
• Strong knowledge of Microsoft office tools including Power Point, Excel, Word and Outlook.
• Strong organizational skills, is able to prioritize tasks, organize meetings with many high level executive leaders
• Fluently bilingual, both spoken and written
• Ability to write meeting minutes (in English) in a concise and clear manner
• Can work well under stress
• Knowledge in managing a website is a strong asset
• Ability to handle confidential information
• Available to occasionally work on weekends or beyond regular business hours
• Experience working in the healthcare domain or in the public sector is an asset

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