Position Title: Administrative Assistant, Communications and Policy
Reports To: Director, Communications and Policy
Position Type: Full-Time, Permanent
Location: Halifax, Nova Scotia
The College of Physicians and Surgeons of Nova Scotia serves the public by regulating the province's medical profession in accordance with the Nova Scotia Medical Act and its regulations. Among other responsibilities, the College licenses physicians to practise medicine, supports high standards of medical practice and investigates complaints about physicians.
The mission of the Communications and Policy Department is to oversee the College's communications and engagement with the public, the media, the profession, and stakeholders within the field of health care. In addition, the Department leads efforts to develop professional Standards and Guidelines to direct physicians and inform the public.
Reporting to the Director, Communications & Policy, the Administrative Assistant will provide a full range of administrative support services. Your responsibilities will include managing the day-to-day administrative and supportive functions, activities, and programs of the department. This entails logistical planning for meetings, program scheduling, calendar management, record keeping and file management, project management support, coordinating special events and liaising with the internal and external communities, as well as other related administrative duties as required.
Key responsibilities include, but are not limited to:
Provides administrative support with letter formatting, proper filing, following up on action items for the Communications department, as needed
Producing daily media summary email
Maintains departmental contact and distribution lists
Coordinates schedule of appointments and travel arrangements for the Director
Formats, updates, archives, and provides version control of professional standards and guidelines as well as all relevant committee documentation
Prepares committee materials for committee meetings and for Council
Takes minutes of Working Group meetings tasked with the development of professional standards and guidelines, providing minutes to all participants
Liaises with vendors as required to obtain cost estimates, ensure delivery of materials etc.
You bring a learning-centered perspective to everything you do. You flourish in a dynamic, changing and sometimes ambiguous environment by keeping informed and connected within your role and the work of the College. You are a collaborative, team player who takes personal accountability to deliver on what is expected in your role and you strive for excellence every day. You pride yourself on attention to detail.
Post-secondary diploma in Business or Office Administration
A minimum of four years relevant experience within a fast-paced office environment
Excellent computer literacy with emphasis on accuracy in MS Office Suite including PowerPoint and Excel, and ability to readily learn new systems
Demonstrated ability to communicate positively and effectively in verbal and written form, excellent command of grammar
Demonstrated ability to work independently to perform advanced, diversified, and complex administrative duties
Excellent document management skills, maintaining digital document filing systems, archiving materials, version control of documentation
Experience with preparing correspondence, presentation material, reports and other documents
Experience in leading all meeting logistics, including: preparing memos, agenda and meeting packages etc.
Strong ability to take meetings notes and to synthesize into clear, concise meeting minutes
Experience in supporting media relations, conducting daily media monitoring is an asset
Demonstrated ability to problem-solve
Demonstrated ability to work under minimal supervision while prioritizing a workload with multiple concurrent demands a
Experience in detailed event planning
Excellent interpersonal, communication, decision-making and assessment skills
Flexibility and willingness to take on new assignments
The College of Physicians and Surgeons of Nova Scotia supports a healthy work-life balance. We offer a competitive salary and benefits package including health and dental insurance, group pension plan, health and wellness allowance, educational assistance and professional development opportunities.
If you qualify for the above position, we invite you to apply with your resume and cover letter stating salary expectations. Please apply by using the Apply Now button or apply via email to firstname.lastname@example.org.
Applications will be received until the position is filled. Only those applicants chosen for an interview will be contacted.