The Provincial Council for Maternal and Child Health (PCMCH) drives system integration and continuous quality improvement of the maternal-child health care system through the development and implementation of policy recommendations, best practice standards, guidelines, and resources for the delivery of high quality, accessible, patient- and family-centred services across all levels of care within Ontario.
In the role of Administrative Assistant, you will have the opportunity for you to use your advanced administrative skills to provide broad support to a large team working to improve and maintain established stakeholder relationships with maternal and child health care services in Ontario. Using your strong verbal and written communication skills and relationship management skills, you will contribute to the effective and efficient operations of PCMCH, through the provision of broad administrative support to the PCMCH Executive Director and secretariat.
Here’s What You’ll Get To Do:
Provide broad administrative support for PCMCH operations.
Support the Executive Director’s relationships with internal and external stakeholders, including the efficient and effective management of the Executive Director’s calendar.
Develop and maintain processes for effectively managing large contact/distribution lists.
Schedule and coordinate multi-stakeholder, provincial-level meetings.
Organize logistics related to large/small, onsite/offsite meetings and events, including meeting rooms/venues, catering and audio/visual needs (e.g., Zoom videoconferencing).
Prepare reports and presentation materials (slides, word processing and spreadsheets) for meetings.
Distribute meeting materials/agenda packages.
Generate concise, accurate minutes of Council, committee, and working group meetings.
Receive incoming inquiries and respond or redirect as appropriate.
Efficiently and effectively oversee office supply and equipment needs are met and maintained within budgetary and policy guidelines.
Process expense reimbursements.
Pick up and sort mail for the department.
Develop and maintain department files and filing systems to ensure the complete and accurate storage of the portfolio’s information (online and hard copy).
Assist in the maintenance of the PCMCH website and act as directory administrator for PCMCH.
Here’s What You’ll Need:
Post-secondary degree from a recognized medical or business office administration diploma program.
Minimum 5 years administrative experience, including experience providing executive level administrative support.
Familiarity with Ontario’s maternal and child health care system, its issues and stakeholders.
Familiarity with process improvement methods (e.g., LEAN methodology).
Bilingual – English and French – is an asset
Above average proficiency with technology, specifically Microsoft Office 365, Outlook, Adobe Acrobat, audio/visual applications.
Ability to efficiently produce accurate and concise meeting minutes.
Advanced interpersonal and relationship management and communication skills, both verbal and written.
A professional, collaborative attitude and sound judgment.
Precise attention to detail, strong organizational and time management skills.
Ability to manage multiple complex tasks and prioritize effectively.
Ability to respond to fluctuating needs across multiple portfolios.
Well-developed judgement and ability to problem solve effectively.
Ability to work well independently, as well as in a team environment.
Amenable to a highly changing workplace.
Work as part of a close-knit, highly collaborative team.