Examination Administrative Assistant – Proofreading & Editing
Reports To: Exam Lead / Manager, Performance Exam Development

Purpose
Provide reliable administrative support for a performance‑based, station‑style certification exam. This role helps develop, finalize, and maintain exam content and materials; coordinates meetings and workshops; and supports data processing and quality assurance after each exam session.

Key Responsibilities
Station Development & Content Prep

• Enter, edit, and format case/station documents following style and formatting guidelines.
• Create and maintain production‑ready station packages (documents, labels, candidate references).
• Prepare assessor scoring sheets, candidate answer sheets, and other templated forms.
• Coordinate translation and bilingual review when required.
• Provide administrative support to station authors, reviewers, and workshop participants.

Meetings & Workshops Logistics

• Send invitations, track responses, and share meeting details (agenda, rooms, schedules).
• Book rooms and arrange onsite supports (space setup, furniture, AV).
• Prepare, audit, and inventory secure materials; pack, label, and ship as required.
• Attend and support meetings/workshops; collect required forms and invoices.

Communications & Coordination

• Monitor shared mailboxes; triage questions from trainers, exam leads, and site teams.
• Update and distribute station update tables, recruitment blueprints, and other notices.
• Record and track feedback from assessors, standardized participants, and site staff.

Exam Data & Documentation

• Scan, audit, and verify exam papers and digital files for completeness and accuracy.
• Import/export exam data and assist with post‑exam scoring and quality assurance steps.
• Maintain item bank files and libraries (templates, style guides, glossaries) with clear naming and versioning.
• Archive documents and keep organized records for future cycles.

Planning & General Support

• Work with the Exam Lead to build timelines and track progress; flag risks and delays.
• Support process improvements and updates to procedures and templates.
• Handle general office tasks (printing, photocopying, filing) and other duties as assigned.

Qualifications
Education & Experience

• Post‑secondary education or equivalent experience.
• 2+ years of administrative coordination in an office or academic/testing environment.
• Experience supporting meetings/workshops and handling confidential materials.

Skills & Competencies

• Exceptional attention to detail and accuracy; strong organization and time management.
• Clear written and verbal communication; professional, dependable, and team‑oriented.
• Ability to follow processes, manage competing priorities, and meet deadlines under pressure.
• Comfortable working with confidential/secure information.

Technical Proficiency

• Advanced MS Word and intermediate MS Excel.
• Ability to learn form‑design and item‑banking tools (e.g., Teleform, Access, or similar).
• Strong keyboarding and file‑management skills; careful version control.

Assets

• Bilingualism (e.g., English/French).
• Editing and proofreading experience.

Working Conditions

• Hybrid office schedule (e.g., two to three days onsite weekly as needed for collaboration and secure file access).
• Peak periods around workshops/exams may require occasional evenings/weekends.
• Some physical handling of exam materials (e.g., boxes up to ~35 lbs).
• Strict confidentiality and security of all exam information at all times.