JOB DESCRIPTION – Committee Coordinator and Administrative Assistant
AMMI Canada is a not-for-profit professional association that represents physicians, medical and clinical microbiologists and researchers specializing in the fields of medical microbiology and infectious diseases. Effective internal and external communications are crucial to the success of AMMI Canada in serving its members and achieving its goals.
Reporting to the Executive Director AMMI Canada is seeking an enthusiastic, collaborative, and organized individual who demonstrates the ability to work autonomously and independently as well as with team members. The Committee Coordinator and Administrative Assistant has two major areas of support: to provide direct administrative support to the Executive Director, Executive Committee, Council and all AMMI Canada Committees, along with secretarial, clerical and logistical support to the various activities and projects the association is involved with, including all council meetings, all committee meetings, the annual general meeting and the official journal of the association. Secondarily to provide support and oversight of the office administration functions including but not limited to facilities, telephone, purchasing, equipment maintenance and other duties as may be required for successful organizational results. The position requires some travel.
Committee Coordination responsibilities:
- Maintain and organize all AMMI Canada internal committees – includes updating terms of reference, membership lists, setting up monthly teleconference, organizing face to face meetings (as required), liaising and providing administrative support to the Executive Director, chairs and co-chairs on agenda and resource development; communicating with members and maintain all committee documents
- Attend all committee teleconferences and face to face meetings (as required)
- Take and prepare all minutes/notes in a specified timeline for all committee meetings, as well as preparing and following up with actions items
- Tracking of attendance, quorum and agenda items
- Assist with creating and proof reading all committee documents
- Assist Executive Director, as required
- Perform other duties as assigned from time to time
Administrative Assistant responsibilities:
- Assist Executive Director in developing and implementing the Fall and Spring Council Meetings and the Annual General Meeting
- Attend the Fall and Spring Council Meetings and the Annual General Meeting (some travel required)
- Survey for and set up all council teleconferences
- Take and prepare minutes within a specified timeline for all council meetings and the Annual General Meeting
- Track attendance, quorum and agenda items
- Providing reminders regarding upcoming meeting, events and anything requiring a collective action
- Assist Executive Director with the creation of the Annual Report (collect reports, work with designer on layout, proof reading etc.)
- Assist Executive Director with administering and supporting the official journal of the association JAMMI (Journal of the Association of Medical Microbiology and Infectious Disease Canada), including working with the Management Board, the Editorial Board, the Editor-in-Chief and the publisher
- Assist with accreditation (includes scientific content development, design and layout of accreditation material, booking travel, accommodation etc.)
- Various clerical duties as assigned by Executive Director (scheduling meetings, teleconference etc.)
- Assist with all association activities as assigned and required along with performing other duties as assigned from time to time
- Work with Executive Director, the Meetings and Membership Coordinator and others as assigned maintain and update the association website
- Coordinate and distribute list serve messages to communicate with the membership
- Assist with proof reading all association and conference materials (as requested)
- Create, maintain and update policy and procedure manuals
- Process incoming and outgoing mail, order office supplies, maintain the filing systems
- Ensure tidiness of office (eg. After meetings ensure meeting rooms are tidy); ensure office facilities maintain a professional appearance (may include some house-keeping duties)
Education and experience:
- Experience working for a not-for-profit medical association considered an asset
- Experience working with volunteers, committees, different structures and levels of management
- Post-secondary education in related field an asset
- A relevant degree or diploma or designation (E.g.: Qualified Administrative Assistant) considered an asset
- Minimum of 2 years of relevant experience as administrative assistant and or executive assistant
- Understanding of general office administration an asset
Skills and abilities:
- Excellent English written and oral communication skills – specifically minute and note taking
- Bilingualism (English / French) is highly desired – oral and written
- Excellent interpersonal skills
- Organized, detail oriented with a well-establish process for planning workload; efficient and resourceful
- Works well under pressure and can work in a fast-paced environment, problem solve and juggle multiple priorities
- Team focused, and enjoys providing support to the whole organization
- Can work independently
- Knowledge and experience working with Apple computers, MS Office applications with a focus on Word, Excel and PowerPoint
- Familiarity with web applications including email, e-marketing (MailChimp), e-surveys (Fluid Survey), e-discussion groups (Zoho) etc.
- Familiarity working with web applications
- Entrepreneurial and proactive, willing to roll-up his/her sleeves and make things happen
- Takes ownership of tasks and is motivated to follow through to completion
- Gets personal satisfaction from producing high quality results that have a positive impact on small, ambitious organization
- Adaptability to change: adjusts to change and uncertainty, able to shift gears and can act in ambiguous or uncertain situations. Able to improvise, multi task and prioritize in a changing environment while maintaining composure
- Establish strong trusted relationships with colleagues and stakeholders
- Respects the values and differences that all members of a small team bring to an office environment
- Is adaptable to different approaches and flexible to move in new directions as needed
- Seeks to continuously develop skills and knowledge through professional development activities (as discussed and approved with Executive Director)
- Proactive Problem Resolution: In conjunction with others, works to take a proactive approach to anticipating, preventing, and solving problems.
This is a full time, salaried position and includes benefits after a 6 month the probationary period.
The Employee shall have a performance review annually if performance is found to be satisfactory and more regularly if aspects of performance are found to require improvement.
TO APPLY: please forward a resume, covering letter and salary expectations to firstname.lastname@example.org.
We sincerely thank all applicants for their interest: however, we will only contact those under consideration. Please no telephone calls.