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Bilingual Senior Administrative Assistant

Job Summary

Reporting to the Chief Executive Officer, the Senior Administrative Assistant provides daily senior administrative assistance to the CEO and senior team which includes the Chief Operating Officer, Director of Data and Planning, and the Director of Engagement and Operations.  Working in both official languages, the individual acts as the information liaison with stakeholders, provides operational support to the senior team, and supports the Board of Directors meetings.  The Senior Administrative Assistant collects background documentation required by the CEO and senior team, and drafts correspondence (French and English), as required. The incumbent will respond to inquiries from both internal and external clients, provide effective and timely client service, gather information and ensure that HWC policies and guidelines related to the role are followed.

Duties and Responsibilities

• Using a high level of initiative, discretion and judgment, administers and co-ordinates the day-to-day activities of the CEO and senior team, and provides senior level administrative support to the other members of the Health Workforce Canada team, as required. Working closely with the Director of Engagement and Operations, manages the flow of information to and from the CEO’s office; acts as liaison for both internal and external stakeholders (in French and English); schedules appointments and meetings; arranges travel, completes expense claims and maintains accurate records and filing system.  
• Serves as the first point of contact for many key stakeholders connecting with HWC and therefore is very aware of and sensitive to the importance of a warm, open, friendly approach.
• Receives and screens incoming calls, queries, mail, HWC general inbox, publications and correspondence and ensures the queries are routed effectively (as required) and that timely responses are provided. Composes replies (in French and English) to general inquiries of a non-technical nature, acknowledgements and interim replies. Consults with staff members, responds to inquiries and drafts replies.
• Provides overall support to internal committee meetings, the Board of Directors, Board related committee meetings (e.g. Health Workforce Steering Committee), and other external meetings. Coordinates accommodation and arranges meeting logistics including facilities, catering, and appropriate audio-visual equipment where applicable for the meetings. Assists in the preparation of meeting materials, submits documents for translation, proofreads the French documents against the English documents to ensure accuracy, and assembles materials for delivery to Board, committee and working group members as required. Reviews and approves expense claims and remuneration forms.
• In addition, tracks the flow of correspondence, takes minutes as appropriate, and performs quality checks of correspondence, memos, ensuring the CEO and senior team are provided with all necessary meeting information.
• As an administrator of the Board portal, creates board member accounts, arranges training with the portal for new board members and their office staff, and ensures contacts are kept up to date.
• Manages relevant distribution lists to support the work of the CEO and senior team. Works with the engagement team and other members of HWC to develop a client management tracking system and contact list.
• Collaborates with administrative support staff from Health Canada, CIHI and other key stakeholders.
• Participates on special projects by assisting team leaders with planning and follow-up for initiatives undertaken by the organization.
• Supports procurement processing, as well as other related duties that may be required to support HWC team members.

Knowledge and Experience

• Education at the post-secondary level or equivalent related education/experience.
• Minimum 5 years related administrative experience at a senior level.
• Proven organizational ability and ability to work in a fast-paced environment.
• High degree of initiative, discretion and tact.
• Strong interpersonal skills and ability to network and collaborate with both internal and external stakeholders.
• Strong working knowledge of the Microsoft Office Suite (Word, Excel and Powerpoint), email and electronic calendar software.
• Effective verbal and written communications skills.
• Fluency in both official languages is mandatory.
• Ability to meet travel requirements

Expression of Interest

Qualified candidates who possess the required technical skills and experience outlined are asked to send an expression of interest and their resume to info@healthworkforce.ca by Friday, April 5, 2024 (4 p.m. EST). Health Workforce Canada promotes diversity and accessibility. Only candidates who are selected for an interview will be contacted. We thank all candidates for their consideration.

Successful candidates will join Health Workforce Canada on a secondment basis from their current employer for a period of up to two years, with the possibility of extension with agreement of the parties.

You can read more about Health Workforce Canada on the About Us page. 

Thank you for considering these opportunities.