Administrative Assistant

Position #: 203809

Expected Start Date: April 15, 2026

Union: OOS

Facility: St. Pauls Hospital

City/Town: Saskatoon

Department: St. Paul’s Corporate Services / Mission and Operations

Type: Full-time regular

FTE: 1

Shift Information: Days

Hours of Work: 5 shifts of 7.5 hours per 1 weeks

Relief: No

Float: No

Field Hours: No

Salary or Pay Band: As per Terms and Conditions of Employment

Travel Required: No

Human Resources Exemption: No

Job description:

Grounded in the mission, vision, and values of Emmanuel Health, the Administrative Assistant serves as a key connector between philanthropy, strategy, operations, and clinical program delivery.  The role provides high-level, confidential administrative and operational support to three key areas: the  Director of St. Paul’s Hospital & Foundation Strategic Initiatives (35%), Kidney Health (35%), with soft support to other members of the Hospital Leadership Team and affiliated program leads SPH team (Mission, Facility Lead, Ethics, Spiritual Health).

The Administrative Assistant plays a key role in ensuring the effective operation of the hospital’s administrative offices and in advancing initiatives connected to major projects, clinical care pathways and standards, emergency preparedness, facilities coordination, entryway programs, mission integration, and community partnerships including donors. The position requires exceptional organizational and communication skills, attention to detail, and the ability to manage multiple priorities with discretion and professionalism.

Working collaboratively across hospital departments, Emmanuel Health affiliates, and external partners, the Administrative Assistant embodies the values of compassionate service, collaboration, and stewardship, supporting Directors and the team in carrying out the hospital’s mission as a value added member of the Saskatchewan Health System and Catholic health care facility.

Key Responsibilities:

• Provide direct and confidential administrative support to a leadership team including Directors of Strategic Initiatives (project management and capital initiatives), Kidney Health, and Mission (ethics, healing arts, mission office, and spiritual care), including scheduling, correspondence, meeting preparation, and document management.
• Prepare briefings, reports, presentations, and correspondence on behalf of the Leads.
• Manage complex calendars and coordinate meetings, retreats, and engagements across multiple stakeholder groups.
• Ensure efficient day-to-day operations of the administrative offices, maintaining a professional and organized environment.
• Support operational planning and coordination across assigned portfolios.
• Manage general correspondence, inquiries, and public-facing interactions with professionalism and discretion.
• Schedule, coordinate, and provide logistical support for meetings and hospital committees, including Local Council, Mission Committee, operational teams, and project-related working groups.
• Record accurate meeting minutes and ensure timely distribution of materials, decisions, and follow-up actions.
• Assist with coordination related to capital campaigns and capital project execution, including reporting, stakeholder communication, and documentation that demonstrates the impact of philanthropy within health care.
• Support the tracking and organization of project materials that reflect innovation, community impact, and strategic opportunities for new models of care delivery.
• Support the Emergency Preparedness Program and Occupational Health and Safety Committee through documentation and administrative processes.
• Assist with meeting coordination, reporting, stakeholder communication, and project support related to clinical program development, service integration, and regional partnerships.
• Provide administrative and coordination support for social medicine clinical growth initiatives, including program development, partnerships, and implementation activities that advance innovative, person-centered models of care within the community.

Education:

• Completion of a recognized administrative or business diploma program required. 
• Additional training in health administration, communication, or project coordination considered an asset. 

Experience:

• Minimum 3-5 years of progressive administrative experience, preferably in a healthcare or public sector setting.
• Experience supporting senior leadership, coordinating multiple priorities, and managing confidential information.

Skills and competencies:

• Strong organizational, communication, and time management skills with proven ability to multitask.
• Exceptional written and verbal communication; accuracy and attention to detail in documentation.
• Demonstrated ability to exercise discretion and maintain confidentiality.
• Strong interpersonal skills and a service-oriented approach.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and video conferencing platforms.
• Alignment with the mission, values, and ethical standards of Catholic health care.

Working conditions:

• Based on-site at St. Paul’s Hospital with occasional off-site meetings or events.
• Standard business hours; flexibility may be required for early morning or evening meetings.
• Frequent computer and phone use; extended sitting and concentration required.
• Regular interaction with hospital staff, physicians, volunteers, community partners, and the public.

Other Information

• For more information on the city of Saskatoon please visit https://www.saskatoon.ca/
• Please submit your resume and cover letter to [insert HR portal or email], referencing Administrative Assistant - St. Paul’s Hospital (Grey Nuns). Applications will be accepted until the position is filled.