Administrative Assistant supporting cardiovascular research directors at the University of Alberta. Managing academic documentation, travel, manuscripts, publications, calendars, and medical education events.
About the role
- Administrative Assistant supporting Peel Regional Paramedic Services’ logistics operations in Brampton. Coordinating meetings, records, communications, financial processes, and project support.
Responsibilities
- Coordinate meetings, training sessions, and related logistics
- Prepare and distribute agendas and meeting materials
- Record meeting minutes and track follow-up actions
- Manage calendars for designated management staff
- Monitor and manage the section's general mailbox
- Prepare, format, and proofread correspondence, reports, presentations, and other documents
- Receive, review, and distribute incoming correspondence, mail, and documentation
- Obtain required approvals and route correspondence appropriately
- Maintain confidential files, records, and information
- Provide data entry support for various databases and tracking systems
- Assist with gathering information and documentation from internal and external sources
- Ensure records are accurate, complete, and up to date
- Coordinate business expense claims
- Provide administrative support for financial processes and documentation
- Assist with research, data collection, communication activities, and project implementation
- Support the coordination and communication of project findings
- Identify opportunities to improve administrative processes and workflows
- Respond to telephone, email, and in-person inquiries
- Provide exceptional customer service to internal and external contacts
- Liaise with colleagues, vendors, and community partners
- Provide back-up administrative support to Division Senior Management, as required
- Maintain office supply inventory and coordinate replenishment as required
- Demonstrate a commitment to diversity, equity, inclusion, and belonging through inclusive practices and continuous learning
Requirements
- Graduation from a recognized Administrative Assistant post-secondary program
- Minimum two (2) years of administrative support experience
- An equivalent combination of education and experience may be considered
- Experience supporting a logistics, operations, emergency services, or public sector environment is considered an asset
- Excellent organizational, time management, and multitasking skills
- Strong verbal and written communication skills
- Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
- Experience using Visio is considered an asset
- Exceptional attention to detail and accuracy
- Demonstrated ability to manage competing priorities and changing deadlines
- Strong interpersonal skills with the ability to build effective working relationships
- Self-motivated with the ability to take initiative and identify opportunities for improvement
- Ability to exercise sound judgment, tact, discretion, and confidentiality when handling sensitive information
Benefits
- Comprehensive Health, Dental, Vision benefit plan including psychological health, effective start date
- Automatic enrolment into OMERS pension plan
- Accrue Vacation on a monthly basis starting at 3 weeks per annum
- 3 Paid personal days and floating holidays
- Flexible hours supporting your wellness and wellbeing
- Annual performance review and merit increases based on performance
- Supportive leadership and a culture of respect and inclusion
- Access to tuition reimbursement and learning and development resources
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