Administrative Assistant

This role will report to the Director, P3 Contract Management, Security and Parking and provide administrative support primarily to the P3 Contract Management, Security, Parking, and Emergency Preparedness teams.
Creating, editing and managing documents, correspondence and policies with guidance from team members;
Answering and directing phone calls to relevant staff;
Scheduling and managing meetings and appointments (in person and virtual);
Assembling meeting materials, preparing for and attending meetings and taking meeting minutes;
Maintaining and updating files and electronic records;
Working on and assisting projects (under the guidance of management team members);
Payroll entry;
Issuing purchase orders and ordering office supplies;
Tracking expenses and assembling expense report;
Assembling credit card/p card logs;
Being a point of contact and responding to requests from a range of staff and external stakeholders;
Liaising with various departments within the hospital such as finance, IT and other administrators;
Improving and/or creating administrative processes;
Promoting effective communication and problem-solving.
Maintaining a strong sense of confidentiality integrity and accountability.
Other duties as assigned.
Office Administration Diploma required;
Minimum of 3 years experience in a comparable position required (combination of education and experience will be considered);
Proficient in the use of Microsoft Office applications including Word, Excel, PowerPoint, Visio and Acrobat required;
Experience with virtual meeting/work platforms such as Microsoft Teams, Zoom and similar platforms;
Experience supporting multiple functional units concurrently preferred;
Experience working in fast paced environments with competing priorities;
Experience recording and interpreting minutes of meetings required;
Demonstrates ability to effectively prioritize and organize multiple projects with strict deadlines;
Demonstrated tact, diplomacy and confidentiality;
Exceptional customer service skills;
Exceptional follow-up skills;
Self-directed and able to work effectively with minimal supervision;
Effective organization and time management skills;
Able to meet the physical demands of the position which requires frequent sitting, standing bending, and reaching;
Exemplary employment and attendance record required.

Employment type
Full-time

Work arrangement
No