Senior Administrative Assistant

Permanent Full Time
Hours: Monday to Friday 8:00 am to 4:15 p.m.

For nearly 50 years, St. Michael's Health Group (SMHG) has been committed to delivering exceptional, compassionate care while enriching the lives of the communities we serve. As a trusted provider of seniors' care, we offer a range of accommodations, including a fully accredited Continuing Care Home Type A facility for 153 Residents, and various supportive living and assisted living options in Edmonton, Vegreville and Spruce Grove. Our passion for seniors' well-being is at the heart of everything we do. Through dedication, patience, and a deep commitment to quality care, we create a warm, supportive environment where residents feel valued and respected. Every day, our team upholds this philosophy, ensuring that everyone receives the compassionate, personalized care they deserve. To learn more about us please visit About SMHG.

Reporting to the Director of Executive Administration & IT, the Senior Administrative Assistant provides high‑level administrative and project support to the President & CEO and the Director of Executive Administration & IT, contributing directly to St. Michael's Health Group's mission of person‑centred care. This role manages confidential information, prepares professional documents, and supports smooth day‑to‑day executive operations.

You will play a key role in coordinating innovative organizational projects, including fund administration, technology implementation, and support for evaluation activities. Success in this position requires strong organization, sound judgment, initiative, and the ability to manage multiple priorities while maintaining confidentiality and exceptional customer service.

Key Responsibilities

Administrative & Operational Support  

•  Provide senior-level administrative support to the Director including scheduling, correspondence, document preparation, and meeting coordination for the President & CEO.
• Prepare professional written materials such as letters, briefing notes, presentations, and reports.
• Maintain accurate and confidential filing systems, records, and departmental information.
• Support coordination of office logistics including supplies, equipment, and document templates.
• Assist with vendor coordination, purchasing processes, and invoice tracking as directed.
• Provide backup coverage for front reception as needed, including greeting visitors, answering calls, and directing inquiries to appropriate staff. Ensure a welcoming and professional environment for all guests while maintaining confidentiality in handling information.
• Demonstrate flexibility and initiative in managing changing priorities and supporting emerging organizational needs.

Project Management  

 Collaborate effectively with internal teams and external partners to ensure smooth execution of projects and initiatives.

• Track expenditures, ensure compliance with funding guidelines, and prepare regular reports and presentations for internal and external review.
• Lead the planning, coordination, and execution of the technology solution implementation.
• Monitor project milestones, timelines, and deliverables, ensuring adherence to scope, budget, and schedule.
• Facilitate staff training, communication, and change management activities to support adoption.

Customer Service & Stakeholder Relations

• Demonstrate respectful, person-centred service in all interactions with residents, families, staff, volunteers, and community partners.
• Respond to inquiries with professionalism and direct individuals to appropriate contacts and information.
• Promotes and maintains good public relations with all individuals within the corporation and representatives of agencies external to the corporation.

 Quality, Safety & Professional Standards  

• Maintain confidentiality and follow all privacy legislation (AITA, POPA, HIA).
• Comply with corporate policies, procedures, OH&S standards, and emergency preparedness protocols.
• Actively participate in professional development and support a positive workplace culture.

Our Ideal Candidate Qualifications: 

• Office Administration or Office Management Certificate/Diploma required.
• Project management and implementation expertise
• Training in Communications or Event Coordination is considered an asset.
• Minimum 3 years of administrative experience supporting leadership or department operations.
• Experience with Project Management.
• Experience coordinating events, communications, or marketing activities preferred.
• Experience in customer service or front desk operations is an asset.
• Strong written and verbal communication skills.
• Advanced proficiency with Microsoft Office Suite and comfort with digital platforms/social media.
• Excellent organization, time management, attention to detail, and analytical abilities.
• Experience in fund administration, budgeting, and financial reporting.
• Strong understanding of technology implementation in clinical or care settings.
• Ability to manage competing priorities with minimal supervision.
• Exceptional interpersonal and customer service skills.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Strong problem-solving and critical-thinking skills to support complex projects.

All successful candidates must have, before the start date:

• A current and clear Criminal Records Check with Vulnerable Sector Check that has been obtained no more than 90 calendar days prior to the hire date.
• A tuberculosis screening that has been completed no more than 12 months before the hire date.

At St. Michael's, we are committed to Diversity, Equity & Inclusion and seek qualified candidates who enrich our community with a variety of ideas, perspectives, and experiences. We encourage applications from individuals with varied cultural, educational, and professional backgrounds who are committed to meeting our mission of providing Care with Love and Dignity.

Why Join SMHG:

Based on the terms and conditions of employment, benefits may include:

• Our comprehensive benefits keep you and your family well.
  • Health, dental and travel coverage
  • Short and long-term disability
• Employee discounts
• Vacation, flex and personal leave days
• Paid sick time
• Training and development
• Employee assistance program
• Staff education program