Administrative Assistant - Examinations
Reports To: Manager, Exam Development

Summary
The MCQ Exam Associate supports the development, scheduling, and delivery of multiple‑choice examinations for professional certification. The role coordinates people, logistics, communications, and data to keep exam activities organized, accurate, and on time. This position works closely with internal teams and external subject‑matter experts/panelists.

Key Responsibilities
Panel / Subject‑Matter Expert Support

• Serve as the primary contact for non‑assessment communications with panelists.
• Collect onboarding/HR paperwork and maintain accurate records.
• Poll availability and schedule meetings.
• Coordinate meeting logistics (attendance, dietary/accessibility needs); work with admin/office support on bookings and vendor arrangements.
• Organize and distribute meeting materials following established best practices.
• Track and collate panelist/consultant expenses in coordination with accounting.
• Assist with outreach to prospective panelists.

Exam Administration

• Liaise with the computer‑based testing provider; maintain and update testing requirements and documentation with input from exam leads.
• Maintain organized records and prepare exam materials; support general clerical needs for the department.
• Conduct quality checks of exam content, materials, and data for accuracy and consistency.
• Apply organizational policies and exam procedures consistently across all aspects of administration.

General

• Contribute to projects and tasks related to exam administration to support team priorities.

Qualifications
Education & Experience

• 2–3 years of administrative experience (post‑secondary education preferred).
• Experience coordinating meetings/calendars and communicating with diverse stakeholders.
• Demonstrated ability to manage confidential information and sensitive materials.

Technical Skills

• Proficient with Microsoft Office: intermediate Excel (formulas/functions; ability to interface with data exports) and intermediate Word (tables, formatting).
• Comfortable learning and using new platforms (e.g., item banking systems).
• Familiarity with polling/survey tools (e.g., Microsoft Forms, Doodle).
• Strong keyboarding and real‑time note‑taking skills.

Core Competencies

• Exceptional attention to detail and accuracy.
• Strong organization and time management; able to manage competing priorities in a fast‑paced environment.
• Analytical problem‑solver with a quality‑assurance mindset.
• Clear written and verbal communication; accountable and responsive; maintains professionalism and integrity.
• Working knowledge of French is an asset.

Working Conditions

• Office‑based role with hybrid flexibility (e.g., 2–3 days per week on‑site, as required).
• Extended hours may be required during peak periods.
• Some lifting/moving of exam materials; occasional standing, bending, and filing.
• Strict confidentiality and security of exam information must be maintained at all times.