Communications Administrative Assistant

Job Description Communications Administrative Assistant – Communications & Public Affairs As part of the Communications and Public Affairs team and reporting to the Director, Communications and Public Affairs, this position provides administrative and communications support to the director and wider Public Affairs team. The Communications Administrative Assistant will provide administrative support to the Director and assist the team with a variety of tasks including support for project planning, research, maintenance and updating of communications assets, event planning and logistics. Due to the complex and dynamic nature of the portfolio, which may involve confidential and sensitive issues, a high degree of discretion is required. The Communications Administrative Assistant will be required to work remotely and onsite at Cortellucci Vaughan Hospital as needed. Primary Responsibilities Administrative support

• Provide high-quality administrative support to the Director of Communications, and the Communications team – including calendar management for the Director.
• Co-ordinate meetings, book rooms and manage general administrative duties including mailings, filing, file maintenance, copying, mail/couriers and ordering of supplies.
• Invoice, billing, contract and expense reconciliation.
• Complete timekeeping and payroll for the Communications and Public Affairs team
• Assist with internal presentations, briefing notes or other materials as assigned.
• Support the Director of Communications and Public Affairs with minute-taking and providing concise meeting minutes as required.
• Provide support and co-ordination of key corporate events and initiatives.

Communications support

• Respond to inquiries to the Communications and Public Affairs email inbox.
• Update Mackenzie Health communication channels, including but not limited to the corporate website, intranet, digital and elevator screens.
• Assist internal stakeholders with content requests for the website, intranet, and digital screens.
• Compile and distribute daily media reports to the organization.
• Assist with collecting and compiling media metrics and creating quarterly media reports in collaboration with the Senior Communications Consultant and Public Affairs Lead.
• Support with the creation and updating of marketing materials, including brochures and posters.
• Facilitate and manage all signage requests, where required.
• Assist the team with the execution of communications campaigns or initiatives

Educati on

• A combination of education and experience in office administration and communications, including successful completion of a diploma or degree in office administration or communications, public relations or a related field.

Qualifications

• Professional interprofessional skills with an ability to work effectively in a team environment
• High computer proficiency using Office365 including Microsoft Word, Excel, PowerPoint/Pages, Outlook, and SharePoint
• Proven organizational skills with an ability to manage workload effectively in a dynamic work environment with multiple priorities, deadlines and workflows
• Ability to possess tact and diplomacy in dealing with inquiries and requests for information from external and internal stakeholders
• Demonstrated proactivity, initiative and time management skills with a high degree of accuracy
• Strong problem-solving skills and sound judgement
• Excellent writing skills
• Ability to maintain and work with confidential information
• Demonstrated behaviours consistent with Mackenzie Health’s Commitment to Caring and Values – Excellence Leadership and Empathy
• Demonstrated understanding and compliance with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
• Flexibility and adaptability with respect to working hours such as evening and weekend hours, which may be required from time to time.

Ability to work onsite at Cortellucci Vaughan Hospital as required each week and agreed upon with the Director. FOR EXTERNAL APPLICANTS: As a condition of employment, you are required to submit proof of full COVID-19 vaccination to Mackenzie Health's Occupational Health and Safety department. Mackenzie Health Foundation is an inclusive and equal opportunity employer committed to providing accommodations for applicants upon request at any stage of the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code.