Administrative Assistant

The Royal College of Physicians and Surgeons of Canada is a national, nonprofit organization dedicated to advancing specialty medical education and standards. The role involves providing exceptional administrative support to the management team, coordinating logistics for meetings and workshops, and maintaining unit records and correspondence.

Responsibilities

• Plans/coordinates logistics for meetings (e.g., workshops, conferences, committee meetings) including attendance tracking and follow-up
• Prepares information/documents for meetings or conferences including assembling and distributing required copies of documents, preparing name plates, sending and compiling post-workshop surveys, etc
• Responds to general inquiries related to the work unit and redirects as required
• Draft correspondence, prepare forms and reports
• Tracks emails by urgency and follow-up internally and externally to ensure they are addressed
• Sets up and maintains electronic filing systems including application of the unit’s retention schedule
• Process volunteer expense claims, which include reviewing claims to ensure they meet reimbursement policies, addressing discrepancies with volunteers, obtaining approvals and liaising with finance to ensure claims are reimbursed
• Data entry, updates database and generates reports/lists as required
• Updates manuals and guidelines as requested and coordinates the translation process as required

Skills

• One to three years' experience supporting managers and teams
• Excellent coordination, organizational and time management skills
• Experience providing client-focused support
• An ability to meet deadlines in a high-volume environment
• An aptitude to proactively seek additional information when needed
• The capacity to establish good working relationships and communicate in a professional manner
• Proven talent to compose correspondence, emails including strong attention to detail, high level of accuracy and proofreading aptitudes
• Sound discretion and judgement coupled with tact and diplomacy
• Intermediate computer skills in MS Office suite, Outlook, Excel and database applications
• Experience with MS Teams and other web conferencing platforms is a strong asset

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