Alberta Medical Association

Why work for the AMA?

At the AMA, we know that employees are fundamental to our success as an organization. We take pride in hiring client-oriented relationship builders who embrace teamwork, personal growth and development and truly want to help us succeed. As part of our “employee experience”, we provide a competitive compensation package, benefits, work-life balance and development opportunities.

The AMA has a hybrid work environment; therefore, the successful candidate will have the opportunity to work from home within Alberta but will be required to go into our Edmonton or Calgary offices when required. Occasional travel throughout the province may be required.

Position Overview

As the Administrative Assistant for section services, you will be responsible for providing proactive, customer-orientated administrative support to the various sections and coalition groups such as Primary Care Alliance and Specialty Care Alliance. You will utilize your strong organizational and collaboration skills to work closely with other Section Services team members to ensure seamless coordination of support provided to 40+ sections.

This position requires some evening and weekend hours in order to support meetings/events and occasional travel (within Alberta) may be required to attend section meetings.

In this role you will:

• Anticipate, understand, and respond to the needs of AMA sections, including drafting correspondence, supporting meetings and other section activities.
• Establish and maintain positive working relationships with members of AMA sections, the Public Affairs team and other AMA staff and colleagues to achieve the goals of the Section Services Unit and the wider organization.
• Communicate effectively using effective communication tools and techniques. Correspond with – and on behalf of – Section Presidents and other AMA physicians as required. This includes monitoring the section president’s email, preparing responses to correspondence and handling telephone enquiries.
• Provide administrative support for committees and other meetings, as assigned (meetings can require a combination of face-to-face, videoconference, and teleconference from multiple locations), including scheduling, overseeing logistical details, assisting with agenda and document preparation, preparation of minutes, tracking action items and providing on-site or virtual administrative support.
• Support governance activities for sections including sending calls for nominations or other bylaws-related requirements.
• Set priorities, develop a work schedule, monitor progress and track section details, data, dates, information and activities. This includes maintaining accurate section executive slate information for purposes of governance compliance, section administration and operations and general communication.
• Provide support and cross-coverage within the Section Services team and the Governance branch.

Education and Experience

• Two-year post-secondary diploma with a major in business or administration.
• Four years of administrative experience.
• Experience supporting committees or boards including coordination of meetings, taking minutes, and tracking action items is essential for this role.
• Experience working with Office 365, including Microsoft Word, Teams, PowerPoint and Excel is required.

Skills

• Fully able to work effectively in a virtual environment (Zoom, MS Teams).
• Strong writing skills required, particularly with respect to letter composition, business communication and appropriate transcription/synopsis of recorded meetings.
• Exceptional organization and time management skills, be flexible with an ability to prioritize workload and meet short timelines.
• Must have superior organizational skills to apply to critical tasks such as maintenance of section executive information and working proactively to keep this information up to date.
• Must have superior communication and collaboration skills, taking responsibility for own work but able to work with team members in a set of shared tasks, sometimes picking up for a teammate in the middle of an initiated project.
• Must have excellent judgment and discretion in dealing with AMA sections: be capable of assuming responsibility and responding to the demands of work challenges; have a willingness to take direction but also be able to work with minimal supervision or direction; be able to anticipate, manage and plan.