Senior Administrative Assistant

About the role

Canadian Blood Services is looking for a Regular full-time Senior Administrative Assistant to join our dynamic Regulatory Affairs team in ON-Ottawa-1800 Alta Vista. 

In this role as the Senior Administrative Assistant you will be responsible for contributing to the effective dailyoperation of the Regulatory Affairs department, which may encompass diverse programs or functional areas, by providing administrative support to the Director of Regulatory Affairs and the Regulatory Affairs team.

Formula for success

• Leveraging your excellent communication skills, you will prepare correspondence and various documents such as reports, presentations, meeting agendas and minutes by gathering, organizing and selecting appropriate formats and graphics for the presentation of information in accordance with standards, policies, procedures and regulatory requirements, to support the work of the unit.


• You will create and maintains databases, tracking systems, financial tools using spread sheets and other database applications to produce reports and provide data as required.


• Utilizing your superior organizational skills, you will coordinate workflow/office activities, resolve administrative problems, create new and improve existing processes and procedures, arrange meetings including event logistics and schedules appointments, make travel arrangements, and assist with special projects and other events to facilitate the smooth operation of the department. 


• You will regularly deal with the administration of confidential employee data and employee relations matters involving performance issues, restructuring initiatives, and budgetary exercises.


• Channeling your interpersonal skills, you will greet and assist visitors by providing and exchanging information that requires a thorough understanding of the interrelationships of people and functions within the group, as well as monitor and deal with incoming and outgoing communications as appropriate to provide effective customer service to internal and external clients at all levels.


• You will complete and/or processes travel expenses, invoices, purchase orders and/or other financial documents by recording and entering data and investigating discrepancies as required, to track expenditures and verify that budget transactions and timekeeping entries are recorded accurately.


• You will perform other administrative duties such as maintaining various records and files, ordering office supplies, photocopying, scanning and preparing materials for distribution to support the department.
   

Desired education and skills

• Completion of post-secondary education, preferably a 2 year diploman in Office Administration from an accredited institution.


• Minimum 3 years' related office or administrative experience at a senior level.


• An equivalent combination of education, training and experience may be considered.


• Technical skills including Microsoft Office suite such as Word, Outlook, SharePoint, and Excel, as well as Viso, Concur and SAP.


• Strong ability to multi-task.


• Strong organizational and time management skills.

What we offer you

• 3 weeks' vacation.


• Annual performance award up to 5%. 


• Comprehensive group health, dental and vision benefits for you and your family.


• Defined benefit pension plan. 


• Employee discounts, wellness program, professional resources. 

What you can expect

• This role will work in a hybrid environment with requirements to be onsite at Canadian Blood Services location 40% of the time/2 days of the week.


• Shift/hours - Monday to Friday, 37.5 hours a week, 7.5 hours a day.


• Physical requirements - ability to lift weight up to 10 kg (22 lbs.).