Job Title

Category Administration City Ottawa, Toronto, Ontario, Canada Job Description Senior Administrative Assistant Who we are We are an organization comprised of industry thought leaders who are passionate about health data and want to make a difference in the health care field. We are an independent, not-for-profit organization and together with our partners we provide essential information on Canada''s health systems, enabling decisions that lead to healthier Canadians. As a valued member of the CIHI team, you and your work will have a pivotal role in the evolution of Canada''s health care systems. CIHI is recognized as an exceptional place to work that embraces diversity, respect, integrity, collaboration and innovation. Learn about our Equity, Diversity and Inclusion Strategy and the work being done to create a more inclusive and welcoming organization by focusing on how we learn, govern and practise. At CIHI, we recognize what matters to our employees. Some of the benefits of working at CIHI include HOOPP Pension Plan (Defined Benefits Pension) Retirement Planning Program Generous vacation days for permanent and long-term contracts Work-life balance Career Planning Program Learning and Professional Development Program Flexible benefits program from your first day on the job for permanent and long-term contracts 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). 1. Manages the Vice President''s and SPC Director''s daily meetings and provides proactive calendar management including organizing and/or coordinating external and internal meetings in the electronic calendar, both virtual and in-person. Organize logistics for internal committees, advisory groups and external meetings. Coordinates logistics including facilities, accommodations, catering, and appropriate audio-visual support. Prepare, format, and process correspondence, briefing materials, presentations, and reports. Respond to and route incoming queries from internal and external clients ensuring timely and appropriate follow-up. Support travel arrangements, expense claims, procurement processing, and budget tracking as required. Maintain and organize filing systems, records management, and document dissemination in compliance with organizational policies. Assist with special projects, including planning, coordination, and follow-up activities. Collaborate with internal and external stakeholders, demonstrating professionalism, discretion, and tact. 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, ServiceNow, 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. Closing Statement To find out more about this role and other exciting opportunities visit our website at and check out our ''Careers'' section. We thank all those who apply, however, only candidates selected for an interview will be contacted. As part of CIHI''s applicant screening process, we complete a comprehensive pre-employment background check for all potential hires. This includes a criminal record check, credit report, social media, and education verification. Employment Equity At CIHI we are committed to fostering an inclusive, barrier-free and accessible environment. Part of this commitment includes arranging accommodations to ensure an equitable opportunity to participate in the recruitment and selection process. If you require an accommodation, we will work with you to meet your needs. Adjoint administratif principal, Information sur les services de sant L''ICIS L''ICIS regroupe des leaders d''opinion passionns par les donnes qui veulent apporter leur contribution au milieu de la sant. titre d''organisme autonome sans but lucratif, nous collaborons avec nos partenaires au partage d''informations essentielles sur les systmes de sant du Canada pour clairer les dcisions au profit de la sant des Canadiens. titre d''employ de l''ICIS, vous jouerez un rle dterminant dans l''volution du systme de sant canadien. L''ICIS offre un milieu de travail exceptionnel o diversit, respect, intgrit, collaboration et innovation sont valoriss. Consultez notre strategie sur l''quit, la diversit et l''inclusion qui dcrit les efforts que nous dployons pour crer un environnement plus inclusif et accueillant en misant sur nos apprentissages, notre gouvernance et nos pratiques. L''ICIS, sachant ce qui importe ses employs, offre une gamme d''avantages, , notamment : L''adhsion au rgime de retraite HOOPP ( prestations dtermines) Un programme de planification de la retraite Un rgime de vacances gnreux pour les employs permanents ou contractuels long terme Un quilibre travail-vie personnelle Un programme de planification de carrire Un programme d''apprentissage et de perfectionnement professionnel Un rgime d''avantages sociaux flexible ds le premier jour de travail pour les employs permanents ou contractuels long terme Pourquoi ce rle est-il important ? L''adjoint administratif principal assure un soutien administratif de haut niveau aux membres de la haute direction et aux quipes de la Direction de l''information sur les services de sant. Faisant preuve de beaucoup d''initiative et de jugement, il coordonne et gre des calendriers complexes, organise des runions et des vnements, prpare la correspondance et les rapports, et appuie des projets spciaux. Il veille l''efficacit des activits administratives et au respect de la confidentialit, et facilite la communication l''interne comme l''externe. Quelles seront vos responsabilits ? 1. Grer de faon proactive le calendrier des cadres suprieurs et des quipes de gestion, ce qui comprend la planification et la coordination des runions, des confrences tlphoniques et des vnements (en virtuel ou en personne). Assurer la logistique des comits internes, des groupes consultatifs et des runions externes en ce qui concerne les locaux, l''hbergement, les services de traiteur et le soutien audiovisuel. Prparer, mettre en forme et traiter la correspondance, les documents d''information, les prsentations et les rapports. Rpondre aux demandes des clients internes et externes et les rediriger au besoin, afin d''assurer un suivi rapide et appropri. Assurer l''organisation des dplacements, la prparation des demandes de remboursement, la gestion de l''approvisionnement et un suivi budgtaire, au besoin. Assurer l''organisation des systmes de classement, la gestion des dossiers et la diffusion des documents, conformment aux politiques de l''organisme. Contribuer des projets spciaux, notamment aux activits de planification, de coordination et de suivi. Collaborer avec les intervenants internes et externes en faisant preuve de professionnalisme, de discrtion et de tact. Tenir jour les ressources lectroniques, notamment les sites SharePoint, les listes d''envoi de courriels et d''autres systmes. Que mettriez-vous profit ? Diplme d''tudes collgiales ou combinaison quivalente de formation et d''exprience. Au moins 1 3 ans d''exprience administrative pertinente auprs de cadres suprieurs. Capacit manifeste grer de multiples priorits et des tches urgentes dans un environnement dynamique. Excellentes aptitudes pour l''organisation et grand souci du dtail, de la prcision et de la confidentialit. Sens de l''initiative, discrtion et capacit travailler de faon autonome avec un minimum de supervision. Entregent et capacit collaborer avec les intervenants internes et externes. Excellentes aptitudes pour la communication verbale et crite et capacit d''interagir efficacement avec diverses personnes tous les niveaux de l''organisme. Matrise des logiciels Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, MS Teams et Sharepoint). Exprience de l''utilisation d''un systme de gestion des relations avec la clientle (CRM), de ServiceNow, d''ERP ou d''autres logiciels spcialiss, un atout. Capacit de collaborer avec diverses quipes et des partenaires externes. Se conformer toutes les politiques en milieu de travail de l''ICIS, y compris celles relatives au respect de la vie prive et la confidentialit. Matrise de l''anglais essentielle; matrise du franais, un atout. Declaration Pour en savoir plus sur cette offre ou sur d''autres excellentes possibilits, visitez-nous au et parcourez notre section Carrires. Nous remercions tous les postulants, mais nous ne communiquerons qu''avec les candidats retenus. L''utilisation dans le prsent document de la forme masculine ou fminine, selon le contexte, a pour seul but d''allger le texte. quit en emploi L''ICIS veille offrir un milieu de travail inclusif, sans obstacle et accessible, notamment en prenant les mesures d''adaptation ncessaires une participation quitable aux processus de recrutement et de slection. Par consquent, si vous avez des besoins spciaux, nous nous efforcerons d''y rpondre. Skills Reference 343994