Administrative Assistant

Salary Range: $48,000.00 To $57,000.00 Annually

Administrative Assistant

Information Exchange

Director, Information Exchange

President & CEO

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The Administrative Assistant, Information Exchange (IE), provides administrative and coordination support to the IE Director, OPEX Project Manager, and IE department. The role contributes to the effective coordination of departmental operations, forums, peer groups, meetings, reporting, communications, and related administrative activities.

• Provide administrative coordination to support the IE Director and the effective operation of the Information Exchange department.
• Coordinate the administrative requirements for CNEF, CNOF, Engineering Peer Groups, and workshops in collaboration with the IE Director and NS&EA Director.
• Support the OPEX Project Manager with meeting administration, communications, performance reporting, and information management.
• Maintain effective day-to-day administrative operations, including meeting logistics, records, communications, mail/courier coordination, and reception coverage.

• Manage the IE Director’s calendar, including meetings, appointments, and commitments.
• Coordinate the International Member Secondment process and maintain related documentation.
• Support the preparation of the IE President’s Report for Conexus Board of Directors meetings.
• Reconcile Mastercard expenses and supporting documentation for the IE Director.
• Schedule IE departmental check-ins and monthly meetings from January through November, including calendar invitations and meeting logistics.
• Maintain the IE colored calendar and ensure key departmental activities and commitments are accurately recorded.
• Manage the Peer Group and Workshop Report-Out Schedule in collaboration with the IE Director and NS&EA Director.
• Coordinate administrative requirements for Peer Group, Workshop, CNEF, and CNOF activities.
• Coordinate and support all-day IE meetings hosted at the Conexus office, including meeting rooms, catering, technology, materials, and other logistics.
• Administer feedback surveys for all-day Peer Group and Workshop meetings, including Learning & Development surveys.
• Compile and maintain feedback survey results and related metrics.
• Prepare and distribute the Weekly Screen Meeting (WSM) agenda.
• Prepare and distribute WSM minutes and action items.
• Maintain the WSM distribution list.
• Post OPEX Performance Indicators and related metrics in the appropriate repository.
• Maintain the External Global Address List (EGAL) repository.
• Coordinate outgoing couriers and mail.
• Provide Conexus reception phone coverage as required.
• Maintain accurate departmental records, files, schedules, distribution lists, and administrative documentation.
• Prepare, format, distribute, and file meeting materials, reports, presentations, and other departmental documents.
• Support internal and external meeting logistics, including room bookings, catering, materials, and communications.
• Provide general administrative and clerical support to the IE department.
• Perform additional duties and project-specific tasks as assigned by the IE Director or OPEX Project Manager.

• Minimum 2 years of experience supporting project management or technical teams
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat
• Strong organizational, interpersonal, and communication skills
• Experience with MS Outlook, Teams and Windows-based environments
• Demonstrated alignment with Conexus Values, including integrity, impartiality, innovation, teamwork, and a member-focused mindset
• Organizational and Time Management: Effectively prioritizes and manages multiple administrative tasks and…