Administrative Assistant

March 9, 2018

Do you have committee management experience and strong minute taking skills?

Are you a natural planner who takes initiative and constantly aims for quality?

Do you want to support Alberta doctors in their provision of quality health care in our province?

If you're up for a challenge, the Alberta Medical Association is recruiting for a full-time Administrative Assistant position for our Section Services unit. The Section Services unit supports the 40-plus specialty medical sections (e.g., Section of General Practice, Section of Cardiology, etc.) of the AMA to meet their various needs and respective goals and objectives in their particular area of medicine.

The AMA is the official voice of the medical profession in Alberta. It stands as an advocate for its physician members and provides them with leadership and support in the provision of quality health care. For more information on the AMA please visit our website at

Position Overview

As the Administrative Assistant for section services, you will be responsible for providing proactive, customer-oriented administrative support to the various sections. You will utilize your strong organizational skills to coordinate meetings and take a lead administrative role for the meetings. This includes attending meetings, taking notes and preparing final minutes that identify action items and responsibilities, as well as summarizing discussion and key issues. Some travel (within Alberta) will be required to attend section meetings.

In this role, you will:

Focus on client needs: Anticipate, understand, and respond to the needs of AMA sections, including drafting correspondence, supporting meetings and other section activities.

Build relationships: Establish and maintain positive working relationships with members of AMA sections, the Public Affairs team and other AMA staff and colleagues to achieve the goals of the Section Services Unit and the wider organization.

Communicate effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques. Correspond with – and on behalf of – Section Presidents and other AMA physicians as required. This includes monitoring the section president’s email, preparing responses to correspondence and handling telephone enquiries.

Organize: Set priorities, develop a work schedule, monitor progress and track section details, data, dates, information and activities. This includes maintaining accurate section executive slate information for purposes of governance compliance, section administration and operations and general communication.

Foster teamwork: Work cooperatively and effectively with others to set goals, resolve problems and identify solutions that enhance AMA’s service to physicians.

Plan and make decisions: Determine strategies and approaches to effectively and pro-actively support AMA sections. Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of Section Services and the organization.

Behave ethically: Understand ethical behavior and business practices and use excellent judgment and discretion in dealing with AMA sections and all AMA business.

Education and Experience

  • Two-year post-secondary diploma with a major in business or administration.
  • Four years of administrative experience.
  • Experience supporting committees or boards including coordination of meetings, taking minutes, and tracking action items is essential for this role.
  • Experience working with Microsoft Word, Access and Excel is required.


  • Must have experience managing high volumes of email for others, routing them for handling and ensuring that appropriate follow up occurs.
  • Demonstrated skills in minute taking, transcription of recorded meetings and action items is a requirement for this role.
  • Must have superior organizational skills to apply to critical tasks such as maintenance of section executive information and working proactively to keep this information up to date.
  • Must have superior communication and collaboration skills, taking responsibility for own work but able to work with a partner in a set of shared tasks, sometimes picking up for a team mate in the middle of an initiated project.
  • Must have excellent judgment and discretion in dealing with AMA sections: be capable of assuming responsibility and responding to the demands of work challenges; have flexibility and ability to prioritize; have a willingness to take direction but also be able to work with minimal supervision or direction; be able to anticipate, manage and plan.

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 competitive compensation package, benefits, work-life balance, and development opportunities.

How to Apply

Please submit a cover letter with full job title and résumé, in confidence, before 5 p.m. on March 18, to:

Human Resources
Alberta Medical Association

This position will remain open until March -- or until a suitable candidate can be found. We thank all applicants, however only those selected for an interview will be contacted. Your resume may be used for other vacancies.

The Alberta Medical Association stands as an advocate for its physician members, providing leadership & support for their role in the provision of quality health care.