Administrative Assistant

Status: Full-time, Permanent

Schedule: Monday - Friday, some evenings and weekends required

Location: Primary Care Network Wellness Centre at #4000,  Avenue SE;
Calgary, AB

Reports to: Director of Finance & HR

We are looking for a friendly, organized and detail-oriented admin assistant to join our admin team. The Admin Assistant 2 provides administrative support (day-to-day and project based) to assigned Directors, as well as managing day-to-day building operations. Secondary responsibilities include coordinating Town Hall meetings, maintaining storage areas, and overseeing inventory of office and clinical supplies. This position is ideal for someone who likes to take ownership, jump into new tasks with confidence, and work closely with different leaders across the organization.

You’ll be part of a supportive team of administrative professionals, while still having your own area of responsibility: overseeing building maintenance and coordinating with contractors and vendors. This role demands the ability to work evening and weekends to facilitate and coordinate after hours access for any contractors and trades to complete their repairs and or installations.

• Supports the Management team as needed and assigned for Strategic initiatives in an administrative capacity.
• Provide administrative support to assigned Directors and designates including periodic calendar assistance, editing, proofing and formatting documents, agendas, presentations, meeting notes, mileage and expenses, mailing/couriering, photocopying, and other duties as required.

• Oversee the maintenance of the building to ensure a safe and efficient work environment.
• Coordinate with building management company, contractors and/or vendors for repairs, maintenance, and other building-related services.
• Collaborate on building access and security systems.

• Collaborate with staff to ensure timely replenishment of office and clinical supply levels and that all necessary items are in stock and properly stored.
• Monitor and manage office and clinical supply levels, coordinating with staff to ensure timely replenishment and that all necessary items are in stock and properly stored.
• Organize and oversee storage areas within the Wellness Centre and external units, ensuring space is used effectively and items are easily accessible.
• Assess storage requirements regularly and recommend improvements to enhance efficiency and accessibility.

• Organize and coordinate town hall meetings, including scheduling, venue setup, and providing details to Communication team for distribution.
• Facilitate smooth execution of meetings by managing logistics and providing administrative support.
• Prepare and distribute meeting agendas, minutes, and other relevant materials.
• Administrative support for Health Care Experience activities.

• Ensure compliance with healthcare standards and regulations for the storage and handling of clinical supplies.
• Ensure compliance with safety regulations and standards.
• Supports other Administrative and Executive Assistant job duties in their absence or upon the request of a member of the Senior Leadership Team, including but not limited to the scheduling of Workshops, Onboarding, Physician Onboarding and SLT calendar management.
• Collaborate on creating onboarding schedule for new employees including training, orientation and building access.
• Any other related responsibilities not detailed here but that could be reasonably expected.

• Secretarial or Office Administrative Diploma or Certificate is preferred.
• Minimum of five (5) years of progressively responsible experience in an administrative capacity, including support for senior management positions.
• Experience in a professional and confidential capacity.
• Experience in a healthcare related field is an asset.

• Strong interpersonal and verbal and written communication skills, including the ability to adapt to a range of management styles and to facilitate correspondence for senior team members.
• Demonstrated prioritization, multi-tasking, and organizational skills, including the ability to coordinate Executive schedules.
• Proficiency in the use of Microsoft Office suite and Outlook.
• Strong attention to detail.
• Sound critical thinking, decision making and problem-solving skills.
• High degree of professionalism in working with confidential information.
• Demonstrated ability and willingness to work in a changing and dynamic environment that requires initiative, flexibility, and balancing of competing priorities.
• Positive, professional attitude.
• Self motivated with the ability to work with minimal supervision and in a remote work setting if necessary.

• Normal office environment.
• Some evenings and weekends required.
• Two supervisory references required.
• Criminal background check required.

It takes an outstanding team to deliver exceptional care.…