Administrative Assistant, Public Affairs
April 29, 2019
Do you have committee management experience and strong minute taking skills?
Are you an energetic, ultra-organized and motivated administrative professional looking for an exciting opportunity?
If yes, the Alberta Medical Association is recruiting for an Administrative Assistant with our Public Affairs branch.
Why work for the AMA?
At the AMA, we know that employees are fundamental to our success as an organization. We take pride in hiring client-oriented relationship builders who embrace teamwork, personal growth and development and truly want to help us succeed. As part of our “employee experience," we provide a competitive compensation package, benefits, work-life balance and development opportunities.
Position Overview
In this role, you will provide proactive and client-focused administrative support to the Assistant Executive Director, Public Affairs, including calendar management, travel arrangements and drafting documents and correspondence. You will exercise considerable initiative, discretion and judgment in carrying out your responsibilities and ensuring the administrative needs for the AED, Public Affairs are met. You will bring your positive and get-it-done attitude to solve problems and support the AED and branch plan objectives.
In this role, you will:
Coordinate and support meetings: Arrange individual, working group and committee meetings; this may include preparing agendas, attending meetings, taking notes and preparing minutes that summarize discussion and key topics and follow up on action items arising. Note that this position holds sole administrative responsibility for the AMA Nominating Committee requiring unique and critically important year-long tasks and project management.
Prepare documents and presentations: Based on direction from the AED, you will use your superior writing and Microsoft skills to draft various business documents, including correspondence and articles relating to the Nominating Committee and AMA volunteer workforce management. You will also have a key role in the team approach to proofreading and editing, including letters, minutes, speeches, publications, news releases, reports, presentations, etc.
Liaise with others on behalf of the AED: This may include speaking with other AMA staff, members, media contacts, government officials or members of the public.
Build relationships: Establish and maintain positive working relationships by using your ability to liaise in a professional and courteous manner. This position requires continuous contact with AMA staff, AMA members, members of the Board and Representative Forum and external stakeholders.
Organize, anticipate and prioritize: As the role supports a senior manager, high level committees and several annual processes, you will utilize your superior organizational and time management skills and discretion to determine priorities, scan for emerging issues and respond proactively and appropriately while ensuring that assignments are completed accurately and on time.
Foster teamwork: Work cooperatively and effectively with others to ensure that Public Affairs and AMA priorities and goals are met and to promote a positive work environment. Provide cross-coverage with other administrative positions within Public Affairs.
As the ideal candidate, you possess the following qualifications:
Education and Experience
- Two years post-secondary diploma.
- At minimum four years of administrative experience of which at least two years have been providing administrative and executive support to senior managers. Note preference may be given to applicants with more extensive experience at the senior level.
- Experience supporting committees or boards including coordination of meetings, preparing agendas, taking minutes and tracking action items is essential for this role.
- Additional training or experience in proofreading or editing is a significant asset
- Thorough working knowledge of Microsoft Office, including Word, PowerPoint, Excel and Outlook. Experience with other types of software applications is an asset.
- Equivalent combination of education and experience will be considered.
Skills
- Exceptional written language and grammar skills. Able to communicate in a way appropriate to the environment, maintaining confidentiality when required.
- Exceptional organizational skills with an eye for quality and process improvement
- Above average interpersonal skills.
- Able to participate as a team member in proofreading Public Affairs deliverable. Experience in proofreading and editing documents is a strong asset.
- Ability to be thorough, accurate and have a high level of attention to detail.
- Flexible and adaptable, able to work within a changing environment.
- Exceptional ability to liaise in a professional and courteous manner to individuals across all levels of the organization (staff and membership).
- Ability to identify and analyze problems and present solutions.
- Demonstrated ability to work independently as well as collaborate with others.
- Able to exercise sound judgment and take initiative, using knowledge of day-to-day operations, key priorities and urgency of issues.
Who are we?
The AMA advances patient-centered, quality care by advocating for and supporting physician leadership and wellness. Alberta’s physicians and the AMA are committed to Patients First®. For more information on the AMA please visit our website at www.albertadoctors.org.
How to Apply
Please submit a cover letter with full job title and résumé, in confidence, before the end of the day on May 12:
Human Resources
Alberta Medical Association
E-mail: resumes@albertadoctors.org
This position will remain open until May 12 or until a suitable candidate can be found. We thank all applicants, however, only those selected for an interview will be contacted. Please note that your résumé may be used for other vacancies with the AMA which match your qualifications.
