POSITION SUMMARY The Senior Administrative Assistant is responsible for providing administrative and coordination support to the program’s management team while ensuring productive operations of the office and confidential matters.

RESPONSIBILITIES

- Maintaining calendars and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities for the Director and Managers of the program.
- Making arrangements for meetings, scheduling rooms, arranging and confirming attendance, preparing materials, taking minutes, and other logistical details as required.
- Maintaining continuous awareness of the program and CHEO activities in order to interpret and direct inquiries.
- Initiating action on matters that require response or appropriate follow-up to ensure appropriate action has been taken, includes proposing draft replies.
- Receiving and screening calls by assessing their urgency, providing information required, or following up as required.
- Researching, collating, analyzing and summarizing information, as assigned on specific topics.
- Taking on special projects as assigned by the Director/Managers including coordinating activities, organizing functions.
- Liaising with internal and external stakeholders.
- Establishing and maintaining various internal office systems such as tracking key deadlines, electronic databases, tracking systems, processing mail, monthly reports, bring forward systems and confidential files.
- Supporting Director and Managers with financial functions such as payment requisitions, cheque deposits, travel requests and claims, reconciling accounts, monitoring and tracking activity reports, providing monthly reports.
- Supporting Director and Managers with human resources processes including hiring, orientation, onboarding, workstations/offices.




- Effectively managing paper and electronic records and files, to meet legislative requirements and allow for easy retrieval by members of the department.
- Prepare and proofread documents for grammar and spelling on behalf of director and managers.
- Entering information into payroll system
- Supporting peers with others duties as assigned.

QUALIFICATIONS

- College diploma in Office Administration (Essential)
- University Degree in relevant field (Preferred)
- Minimum three (3) years of experience in progressively responsible administrative functions (Essential)
- Communicate effectively and concisely, both orally and in writing (Essential)
- Comprehensively and efficiently use software including word processing, spreadsheet, presentation and mail, at an intermediate/advance level. (Essential)
- Take accurate notes or minutes of meetings and transcribe to final products. (Essential)
- Use standard office equipment including voicemail system, photocopier, fax machines, etc. (Essential)
- Ability to anticipate needs, as well as plan and prioritize work. (Essential)
- Ability to take initiative and work independently with minimal direction. (Essential)
- Strong organizational skills and paying attention to detail and accuracy. (Essential)
- Exercise sounds judgement, discretion and a high degree of confidentiality. (Essential)
- Working knowledge of applicable occupational health and safety legislation, general
- knowledge of corporate and departmental policies and procedures related to health and safety. (Essential)
- Bilingualism (French/English) (Preferred)
- Criminal Record Check (Level 1) (Essential)

* Experience and formal training combined with demonstrated performance and ability may substitute for academic requirements

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at [email protected]. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

📌 Senior Administrative Assistant, Development and Rehabilitation - Temporary Full Time (Ottawa)
🏢 CHEO
📍 Ottawa