Overview
Administrative Assistant Jobs in Mont-Tremblant, Canada at Dalhousie University
Title: Administrative Assistant
Company: Dalhousie University
Location: Mont-Tremblant, Canada
Category:
Job Summary
Dalhousie Medicine New Brunswick (DMNB) is a campus of Dalhousie’s Faculty of Medicine. The main administrative office is located on the UNB Campus in Saint John. Reporting to the Director of Operations, the Administrative Assistant is responsible for providing administrative support to the Senior Associate Dean, the Assistant Dean Clerkship, the Assistant Dean Pre Clerkship, Chief Operating Officer, Director of Operations, and other members of the leadership team.
The Administrative Assistant is the main liaison for the Senior Associate Dean’s office and interacts with the university, hospital, government officials, faculty, staff, students and other stakeholders.
Note
Due to operational requirements, the successful applicant is required to work in-person on campus.
Key Responsibilities
- Provide administrative support to DMNB leadership, managing calendars, correspondence, meetings, travel, records, and day‑to‑day office operations with discretion and sound judgment.
- Coordinate meetings, events, and appointments, including room bookings, agendas, materials, minutes, catering, audio‑visual requirements, and follow‑up, ensuring alignment with priorities and governance requirements.
- Serve as the primary point of contact for students, staff, faculty, and external stakeholders, responding to inquiries, triaging requests, and ensuring professional and confidential communications.
- Support Faculty of Medicine and DMNB committees by maintaining membership records, scheduling meetings, preparing agendas and minutes, and ensuring accurate documentation and compliance with terms of reference.
- Assist with the planning and delivery of special events, ceremonies, site visits, and promotional activities, coordinating logistics, vendors, timelines, materials, and expense tracking.
- Provide general clerical and operational support, including confidential student correspondence, financial reconciliations, system administration (e.g., SharePoint, Dal Medix, One
45), facilities requests, recruitment support, and cross‑coverage as required.
Required Qualifications
- Business or Administrative Professional program with five years’ experience at administrative secretarial level (or an equivalent combination of training and experience).
- Experience supporting senior academic or healthcare leadership in a complex organizational environment.
- Excellent communication and organization skills required with the ability to work in a team environment.
- Ability to work independently and collaboratively in a fast‑paced academic or healthcare environment, while effectively managing workload, multitasking, and meeting multiple competing deadlines.
- Proven experience managing complex calendars, meetings, and travel arrangements, with strong records management and document control skills, including the handling of confidential files.
- Advanced skill level with Microsoft Office (Excel, Word, PowerPoint, SharePoint) and experience taking minutes of meetings.
Assets
- Experience handling financial reconciliations or expense tracking.
- Demonstrated ability to support committees and governance structures, including agenda preparation and accurate minute‑taking.
- Experience coordinating events, ceremonies, or special initiatives, including logistics and follow‑up.
- Familiarity with enterprise or academic systems (e.g., SharePoint or comparable platforms).
Job Competencies
- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills
- Communication
- Service
Additional Information
Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.
Diversity Statement
Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. We encourage applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2
SLGBTQI…