CADTH Looking for Administrative Coordinator – President & CEO’s Office at Ottawa, Ontario, Canada Full Time

Location: Ottawa, Ontario (hybrid)

Closing date: November 13, 2023

Salary range: $ 50,000 to $ 63,000 per year

CADTH is Canada’s drug and health technology agency. We’re a not-for-profit organization headquartered in Ottawa, with a satellite office in Toronto. We’re funded by Canada’s federal, provincial, and territorial governments, with the exception of Quebec, to provide independent information and advice to the country’s publicly funded health care systems. Health administrators and policy experts rely on CADTH to inform their decisions about the funding and appropriate use of the drugs, devices, and services used to prevent, diagnose, and treat medical conditions.

Most CADTH employees participate in a hybrid workspace arrangement that allows for flexibility and enhanced work-life balance. CADTH believes in the positive impact of in-person collaboration and the importance of team building. CADTH gives preference to qualified candidates who live near its offices and can participate in a hybrid arrangement. Those applying to CADTH must be located in Ontario, except in exceptional circumstances where the employment is deemed remote.

Primary Focus

Reporting to the Senior Executive Assistant, the Administrative Coordinator is responsible for providing senior level administrative and organizational support to the President and CEO and Executive Office. This role will manage scheduling for the CEO, correspondence, and ensure that administrative deliverables are provided in a timely manner with attention to detail and discretion. This includes providing administrative support and backup to the Senior Executive Assistant as required.

On any given day, the Administrative Coordinator will:

Provides executive level administrative support to the President & CEO’s office:

• Manages the CEO’s calendar and time, ensuring it is adjusted to accommodate unforeseen requests; reviews the President & CEO’s week ahead ensuring all required information is received in advance of meetings, follows up as needed.
• Maintains positive business relationships with key partners and their staff, who interact with the President & CEO (jurisdictions, Board members, international organizations, agencies); answers phone calls and emails in a courteous manner, responds to inquiries and requests, and escalates issues as required.
• Drafts and formats written correspondence, including agendas, letters, and e-mails; redirects requests or inquiries for appropriate action, and follows up on requests.
• Organizes all logistical requirements; coordinates domestic and international travel; requests travel advances, confirms accommodation and flight bookings, and prepares and reconciles expense claims and VISA statements for the President and CEO.
• Maintains updates to key partner contacts and other information as required.
• Acts as back-up to Senior Executive Assistant to the President and CEO during absences or during periods of high-volume of work and supports with other initiatives for the Executive Office as required.
• Works collaboratively with administrative employees from all directorates.
• Contributes to the improvement of administrative policies and procedures.

Is this the right role for you?

The Administrative Coordinator will likely have:

Completion of post-secondary education in business administration or related field coupled with no less than 5 years’ experience providing senior level assistance to a member of senior leadership. A suitable combination of education and experience may be considered.

The Administrative Coordinator must:

• Possess excellent organizational skills in calendar management
• Exercise discretion, judgement, and tact in handling sensitive situations, and maintaining confidentiality
• Be r esults-oriented with the ability to work well under pressure and shift priorities to meet requests and deadlines
• Manage multiple projects concurrently and in a timely manner
• Possess excellent oral and written communications skills
• Possess excellent interpersonal skills with the confidence needed to establish good working relationships with internal staff and external partners
• Intermediate-advanced computer skills using MS Word, Outlook, Excel as well as experience working with databases and organizing hybrid meetings
• Work as a team member, contributing to the success of the team
• Have strong attention to detail and accuracy

What will set you apart?

• Fluency in French.

What’s in it for you?

At CADTH, you will find:

• a team-focused, supportive, and inclusive work environment
• a comprehensive Total Rewards package including health, dental, and wellness benefits; a defined benefit pension plan with Healthcare of Ontario Pension Plan (HOOPP); and a variety of leave options
• opportunities to work with and learn from highly specialized professionals
• personal growth through professional development opportunities, corporate training, and support for continuing education
• a friendly culture that supports community engagement
• the opportunity to make a difference for people in Canada and effect positive change.

To apply for this position, visit the Careers section of our website . Your résumé must clearly identify how your skills and experience relate to the requirements of this role. Applications for this opportunity may be used for future staffing vacancies. We thank you for your interest; however, only those candidates selected for further consideration will be contacted. Please visit our website regularly for new opportunities.

At CADTH, we actively celebrate, support, and flourish through our differences. Our employees are people with different strengths, experiences, and backgrounds, who share a passion for building the future of health care. We demonstrate a commitment to inclusion, diversity, equity, and accessibility through continuous development, modelling inclusive behaviours, and proactively managing bias. We highly encourage all qualified applicants to apply, including people of all places of origin and religions; people with disabilities; people who are neurodivergent; people who are Black or racialized; Indigenous people; women; and people from the 2SLGBTQ+ community. We also provide accommodations during all phases of the recruitment process. If you require any accommodation or have any questions, please contact careers@cadth.ca . We will work with you to meet your needs. Please note that successful candidates will be required to complete a confidential pre-employment background check, which includes criminal, employment, and educational verifications as a condition of employment.

Candidates must be legally eligible to work in Canada. CADTH regrets that it is unable to sponsor employment visas at this time.

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