Senior Administrative Assistant

At CIHI, we recognize what matters to our employees.

Why is this role important?

The Senior Administrative Assistant provides advanced administrative and clerical support to senior management and teams within the Health Services Information branch. Using a high level of initiative and judgment, this role coordinates and manages complex calendars, organizes meetings and events, prepares correspondence and reports, and supports special projects. This role ensures efficient office operations, maintains confidentiality, and facilitates communication within and outside the organization.

What you'll do

1. Proactively manage calendars for senior leaders and management teams, scheduling and coordinating meetings, conference calls, and events (virtual and in-person).

2. Organize logistics for internal committees, advisory groups and external meetings. Coordinates logistics including facilities, accommodations, catering, and appropriate audio-visual support.

3. Prepare, format, and process correspondence, briefing materials, presentations, and reports.

4. Respond to and route incoming queries from internal and external clients ensuring timely and appropriate follow-up.

5. Support travel arrangements, expense claims, procurement processing, and budget tracking as required.

6. Maintain and organize filing systems, records management, and document dissemination in compliance with organizational policies.

7. Assist with special projects, including planning, coordination, and follow-up activities.

8. Collaborate with internal and external stakeholders, demonstrating professionalism, discretion, and tact.

9. Maintain and update electronic resources such as SharePoint sites, email distribution lists, and other systems.

What you'll bring to the table

• College diploma or equivalent combination of education and related experience.

• Minimum 1-3 years related administrative experience at a senior level.

• Proven ability to manage multiple priorities and time sensitive tasks in a fast-paced environment.

• Strong organizational skills with exceptional attention to detail, accuracy and confidentiality.

• Demonstrate initiative, discretion, ability to work independently with minimal supervision.

• Strong interpersonal skills and ability to collaborate with both internal and external stakeholders.

• Excellent written and verbal communication skills with the ability to interact effectively at all organizational levels.

• Proficient in Microsoft Office 365 Suite (Word, Excel, PowerPoint, Outlook, MS Teams and SharePoint).

Experience with CRM, Service Now, ERP, or other specialized software is an asset.

• Must comply with all CIHI workplace policies, including privacy and confidentiality.

• Fluency in English required, bilingualism in both official languages is an asset.