Employer

The Newfoundland and Labrador Medical Association (NLMA) is the voice of organized medicine in Newfoundland and Labrador, Canada, headquartered in NLMA House in St. John's. As a non-profit professional organization, it represents the political, clinical, and economic interests of the province's medical profession with governments, stakeholders, media, and the public. The NLMA also advocates for a fair and equitable health care system.

Job Summary

Reporting to the Executive Director, the Executive Assistant provides administrative support to the Executive Director, senior team, and Board of Directors by managing schedules, communications, and administrative duties. This is a full-time, permanent position.

Key Responsibilities & Duties

• Management of Executive Director's Schedule Organize and maintain calendars, schedule appointments, and coordinate meetings.
• Communication Management Prioritize and respond to emails and phone calls, acting as a liaison between the executive and stakeholders.
• Travel Arrangements Plan and coordinate travel itineraries, including booking flights, accommodations, and other transportation.
• Document Preparation Prepare reports, presentations, correspondence, agendas, minutes, background materials, and track action items.
• Meeting Coordination Organize and take notes during meetings and ensure follow-up on action items. Coordinate logistical requirements for meetings, learning events, and other events.
• Administrative Support Handle various administrative tasks, such as filing, data entry, and maintaining office supplies.
• Building Oversight Monitor building access, condition, and service, including receiving guests and coordinating shipping and receiving.

Required Skills

• Organizational Skills Exceptional ability to manage multiple tasks and prioritize effectively to meet deadlines. Strong focus on detail and ability to prioritize and plan effectively.
• Communication Skills Strong verbal and written communication skills to interact professionally with stakeholders, produce minutes, documents, and various correspondences. Ability to direct inquiries effectively.
• Technical Proficiency Proficient in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, OneDrive, SharePoint) and Adobe Acrobat. Excellent office skills with respect to word processing, presentation preparation, spreadsheets, and communications software/tools. Ability to troubleshoot teleconference and videoconference services.
• Problem-Solving Abilities Demonstrates resourcefulness and initiative in resolving issues, referring unusual cases to the supervisor or manager. Some analysis may be needed to clarify problems and find solutions.
• Confidentiality Skilled at managing and protecting sensitive information with discretion.
• Personal Leadership Makes sound decisions, accepts guidance, maintains high productivity, and tracks performance against goals.
• Interpersonal Effectiveness & Teamwork Consistently demonstrates reliability and effectiveness in support-oriented roles. Exhibits strong team spirit and a commitment to high performance standards. Actively contributes to building and sustaining a cohesive and high-functioning team.
• Adaptability Flexible with new directives and shifting priorities, resilient under changing workloads, and resourceful in meeting multiple deadlines.
• Collaborative Internal Support Work with other teams to align with NLMA goals, join cross-team committees for organizational results, and strengthen member engagement and communication.
• Organizational Development, Health & Wellbeing Advance employee engagement, assist daily operations to support NLMA strategy, and encourage diversity and anti-oppression practices.

Education & Experience

• Post-secondary education in administration, business management, or a related field.
• At least five years of experience in executive administrative positions, with experience in health or labour relations sectors considered an asset.
• Combinations of education and relevant experience will also be considered.

Work Environment

• Office-based position at NLMA House in St. John's.
• Regular work hours are 9 to 5, Monday to Friday, with some flexibility.
• Flexibility in hours to accommodate the Executive Director's schedule.

Compensation & Benefits

• The salary range is presently being evaluated and will reflect the candidate's education and experience.
• A comprehensive benefits package is offered, including annual leave; health, dental, life, and accidental death and dismemberment insurance; a retirement plan; a parental leave program; employee and family assistance program; a health spending account; and opportunities for professional development.

Application

The NLMA is dedicated to fostering diversity, equity, and inclusion in all aspects of its operations. We welcome applications from individuals of all backgrounds. Accommodations will be made available for members of the disability community throughout the recruitment process and within the workplace to ensure full participation.

Please submit your application by July 30, 2025, via the NLMA Employment Opportunity Application Form (https://nlmaforms.formstack.com/forms/employment). Only those selected for an interview will be contacted.