Administrative Coordinator

Job Summary

Reporting directly to the VP of Public and Professional Affairs, the Administrative Coordinator plays a pivotal role in the day-to-day administrative operations of the department. The role is ideal for a proactive, dynamic individual who thrives on new challenges, with a particular focus on managing projects, streamlining processes through innovative solutions, and fostering key relationships.

Duties and Tasks

• Operational and departmental support: Schedule and coordinate meetings. Maintain up to date records of key partners as well as contact lists of committees. Proactively set up meetings with partners to ensure regular engagement. Assist in the development of correspondence and presentations. Monitor and maintain shared mailboxes and actions as required.
• Direct support: Provide assistance to the Vice President and Directors, including but not limited to calendar management, expense reconciliations and travel arrangements.
• Committee management: Manage the distribution of materials key committees. Draft minutes. Coordinate action items.
• Project management: Take on aspects of project management for specific initiatives, including planning, execution, and monitoring of projects. This can involve coordinating with internal and external stakeholders, managing timelines, and ensuring project objectives and deadlines are met.
• Budget management: Assist with the department's budget management by creating purchase orders and submitting invoices to accounting. Monitoring expenses and maintaining accurate financial records.
• Virtual and in-person events: Support the planning of virtual and in-person events. Coordinate with event managers and key content leads. Reach out to speakers and gather information such as headshots and bios.
• Innovation and problem-solving: Embrace and introduce new technologies to improve processes and efficiencies. Demonstrate strong problem-solving skills to address challenges creatively.

QualificationsEducation

• Community college diploma in the administrative field or business administration or equivalent combination of education and experience.

Experience

• 3-5 years in a similar or related role, with a preference for experience in a public affairs/government relations environment or a non-profit environment.

Skills

• Exceptional organizational skills and proficiency in managing multiple priorities and deadlines.
• Innovative thinker with a keen interest in improving processes using new technologies.
• Excellent analytical, problem-solving skills, and attention to detail.
• Strong communication and interpersonal skills, capable of effective teamwork.
• Advanced proficiency in Microsoft Office suite, with design and formatting skills considered an asset.
• Knowledge of project management principles and bilingualism are assets.
• Ability to work independently; self-motivated and takes initiative.
• Proficiency in taking meeting minutes.
• Ability to display a commitment to and advocate for diversity and inclusion.

Why CPhA

• The work we do makes a difference in people’s lives.
• We’re a group of people who are passionate about the health and well-being of all. We take our work seriously, but we still take time to share a good laugh.
• We care about your health and well-being. CPhA pays for your medical/dental benefits, Employee Assistance Plan and provides regular wellness sessions and resources.
• We care about your financial health. CPhA provides a pension plan with matching contributions and access to a financial advisor.
• We care about your work-life balance. CPhA offers generous paid time off and our office is closed between Christmas and New Years.

How to Apply

• If you would like to be considered for this opportunity, we invite you to present your resume along with cover letter, in confidence, to careers@pharmacists.ca.
• If you require an accommodation at any stage of the recruitment process, please inform Human Resources
• While we appreciate all interested applicants, only those individuals who are legally permitted to work in Canada will be considered.
• At the Canadian Pharmacists Association, we recognize, value and celebrate diversity, inclusion and equity. Our Diversity & Inclusion Framework is embedded in all our processes, policies and employee initiatives.

Job Types: Full-time, Permanent

Salary: $50,000.00-$52,000.00 per year

Schedule:

• Monday to Friday

Work Location: Remote