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Administrative Assistant

Oct 24, 2023 | Job Postings

Based in Fredericton the New Brunswick Medical Society (NBMS) is the voice of the medical profession in New Brunswick, providing province-wide representation and advocacy for all physicians. As the provincial division of the Canadian Medical Association, the NBMS exists to represent physicians and advocate for the health of New Brunswickers.

Our commitment to equity, diversity and inclusion
The New Brunswick Medical Society is committed to developing and supporting a more diverse, inclusive and equitable environment for both physicians and staff. We encourage applicants from equity-deserving populations to self-identify in their application, as we will give preference to these applicants. If you have questions about how the New Brunswick Medical Society can ensure a safe place of employment for you, or how the hiring process can accommodate your needs, we invite you to reach out to the contact person listed in this ad.

Duties and Responsibilities
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

General Responsibilities

manage various committees’ schedules and logistics including the organization and execution of committee meetings, preparation of briefs, notice of meeting, booking meeting room(s), hiring catering services, uploading committee documents to Customer Relationship Management (CRM) software, preparing expense forms
taking minutes and preparation of post-meeting follow-up lists is an important element of this role
facilitate travel arrangements for staff and committee members as required, including airfare, accommodations, and registration; this includes but is not limited to the Canadian Medical Association Annual meeting and other meetings and conferences as required.
support and rotate general administration duties with three other administrative assistants which will include greeting visitors, ensuring that meeting rooms are tidy and organized, monitoring and responding to general inquiries
respond to inquiries from committee members, membership at large as well as the public
develop and nurture strong relationships with the NBMS team and members
strong Microsoft Office skills
maintain the ability to plan and manage multiple priorities within tight timelines while continuing ongoing attention to detail
The above job duties are only the basic and prime duties of the job. Related and allied duties will be assigned from time to time as may become necessary to the efficient operation of the NBMS.

Position Location and Hours of Work
This position is located in Fredericton, N.B. Normal business hours are 8:30 a.m. – 4:30 p.m. Additional overtime hours can be expected however these events are usually predictable and planned well in advance.


High school diploma supplemented by one (1-2) year of completed post-secondary education in a related field.

proven experience and success with a minimum of three (3) years of related administrative experience
any equivalent combination of education, training and experience determined to be acceptable
Knowledge, skills and abilities:

English language required with an advanced level of French capabilities
digitally savvy with the ability to use office technology, software and applications
possess excellent verbal and written communication skills
highly motivated with the ability to plan and manage multiple priorities within tight timelines
possess excellent organizational skills with the ability to work independently
reliable, discrete, and conscientious
possesses the ability to demonstrate a standard of excellence, enjoys a challenge and is results driven
ability to track, monitor and complete outstanding tasks with minimal supervision
team player who takes pride in their work
proactive and highly responsive skills
value a positive work culture and camaraderie with your colleagues
ability to work hard and have fun
What can the New Brunswick Medical Society offer you?
a highly competitive benefits package that includes paid vacation, health and dental plan, life insurance, long-term disability plan, and a matching RRSP contribution plan
a positive and inclusive work culture
career growth and development and continuous learning opportunities
interesting, stimulating work with a professional membership
meaningful involvement in shaping NB’s health care system
How to Apply
candidates are required to demonstrate on their resume how, when and where they have acquired the qualifications and skills required for this position
please send a cover letter and resume in chronological order to Lisa LePage, Chief Operating Officer, at your earliest convenience. This posting will remain active until a suitable candidate has been found.
only those selected for an interview will be contacted

Reporting to the Chief of Negotiations and Physician Compensation, the Administrative Assistant helps ensure efficient operation of the Negotiations and Physician Compensation department of the New Brunswick Medical Society’s (NBMS). The core functions of this role will include managing departmental schedules, taking meeting minutes, editing and drafting correspondence and other various documents.

This individual is an experienced, reliable, and task-oriented person, who is self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment.

Company: New Brunswick Medical Society
Contact Person: Lisa Lepage –
Active Dates: October 20, 2023
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