Administrative Assistant - Edi/Lrc

HSA is working towards equity and encourages people who experience marginalization (including but not limited to people of the global majority, women, people with disabilities, LBTQ2SIA+ and diverse faiths) to apply for career opportunities within our organization.

HSA recognizes the efforts of our employees and is committed to excellent compensation, superior benefits and ongoing recognition to maintain work/life balance.

Health Sciences Association is hiring an Administrative Assistant to join the team!

Department: Operations

Status: Regular / Full-time

Work Schedule: 4 days/week

Start: On selection of successful candidate

Salary: Per HSASU/HSA collective agreement ($61,326.72 annually)

Responsible to: Office and Facility Manager

Position Summary

The Administrative Assistant EDI/LRC provides administrative and support services to the Director of Equity Diversity and Inclusion, to the Labour Relations Coordinator and also performs certain executive duties as assigned by the Executive Director, Legal Services & Labour Relations.

They are a member of the Operations Administrative Team who will be required to work collaboratively with Administrative Assistants in other departments to coordinate the delivery of support to the staff they support and completion of the various duties they have been assigned.

Duties and Responsibilities

• Take initiative in seeking out and implementing improved processes on an ongoing basis in collaboration with colleagues;
• Support and manage member and staff events/workshops related to EDI, including Canvas site, Doodle Polls, and Survey Monkey
• Offer to help other staff if assignments are completed
• Identify areas of practice and process improvements
• Support related EDI committees
• Screen correspondence and agendas, take appropriate preliminary actions based on departmental requirements and directions, and anticipate related requirements;
• Maintain records and reference materials for supported staff according to the HSA records system;
• Make travel arrangements by liaising with vendors and verifying details according to travellers’ profiles, schedules, and preferences, as assigned
• Work collaboratively with colleagues and share own expertise on administrative assistant practice
• Provide reception relief, when requested; and
• Make meeting room arrangements, including booking, catering, setting up the room, and tidying the room for next users, as assigned
• Flag competing demands and recommend alternate solutions
• Act in accordance with supported staffs’ current preferences, profiles, schedules, work flow, travel and frequent contacts for team members
• Ensure timely delivery and routing of time sensitive materials;
• Other related duties as assigned
• Create, format, and proofread complex and detailed digital documents, including mass merges;
• Prepare agendas and take minutes or verbatim record of meetings, as assigned
• Comply with PIPA requirements

Qualifications & Requirements

• Demonstrated ability to work to tight deadlines and competing demands, both independently and as a team member
• Understanding of and commitment to issues of Equity, Diversity and Inclusion
• Ability to take direction and to work independently and conscientiously with minimal supervision
• Ability to anticipate needs and take preliminary actions
• Excellent organizational skills and attention to detail
• Excellent oral and written English communication skills
• Office administration or secretarial training
• Demonstrated intermediate Excel skills and other MS Office applications
• Ability to adapt to new technology and processes by acquiring new knowledge and developing additional skills and abilities
• Senior administrative assistant experience preferred
• Ability and willingness to learn about the work of the supported staff
• Ability to maintain calm and professional manner under challenging circumstances, such as when interacting with difficult people
• Demonstrated advanced word processing skills with MS Word
• Demonstrated ability to create, format, and proofread complex documents and basic spreadsheets

If you're interested in applying for this job opportunity, please send your cover letter and resume to [email protected]