Executive Assistant

6 months ago

Edmonton, Canada DynaLIFE Full time

The role of the Executive Assistant is to support _Dyna_**_LIFE_**_Dx_’s vision through providing administrative assistance to members of the Executive Team in their efforts of leading the organization in achieving _Dyna_**_LIFE_**_Dx_’s strategic goals while maintaining our values. Through advanced organizational and computer skills, excellent judgement, ability to multitask and a high attention to detail, the Executive Assistant alleviates administrative tasks to allow the team to focus on the Leadership of the organization.

**Major Functions and Responsibilities**
- Manage complex calendars and schedule for the Medical Director
- Administrative support such as preparing, editing, proofreading, correspondance, documents, PowerPoint presentations, etc. Ensuring accurate distribution of letters, proposals, presentations and agreements, managing daily correspondance and other clerical duties
- Perform travel arrangements for corporate travel as necessary including flights, hotels, car rentals, conference registration and other various logistics
- Manage, resolve or direct multiple daily inquiries about the activities of the Medical Director
- Organize external and internal meetings as required including scheduling, room/conference call set up, catering orders, preperation, minutes and circulation of materials
- Manage medical staff scheduling including special requests, resolving scheduling conflicts and ensuring appropriate hours worked
- Triage of external medical practitioner inquiries
- Provide administrative support in completion and renewal of contracts, CPSA/CPSK license and CMPA insurance
- Provide administrative support specific to medical staff recruitment
- Provide basic onboarding and support to new pathologists and residents (office and access card assignment, tour etc)

Required Skills
- Expert knowledge of Microsoft Office Suite (Word, PowerPoint, Excel, Outlook)
- Intermediate knowledge of Visio, Citrix, Skype, Adobe InDesign and Vantage Slide Assignment, Publisher
- Working knowledge of Scheduling Software
- Working knowledge of slide assignment functionality in LIS
- Outstanding interpersonal and communication skills and ability to work effectively with a wide array of personalities
- Ability to work with a high level of ambiguity and to adjust to changing situations
- Superior organizational and time management skills

Required Experience
- 5-7 years of progressively responsible administrative assistance experience is preferred
- Knowledge of CME eligibility requirements for various associations (CPSA, Royal College, Colleges of Family Physicians etc.)

**Minimum Qualifications**
- High School Diploma
- Office Administration Certificate or Diploma is an asset

**Other Information**
- As workload demands and operational requirements shift, the location, dates and/or hours of work may be changed
- All persons newly hired to _Dyna_**_LIFE_**_Dx_** must show their confirmation of SIN letter/SIN card and government issued photo ID to Human Resources prior to commencing work.
- All persons hired to _Dyna_**_LIFE_**_Dx _**must be authorized to work in Canada for any employer.
- Individuals hired into all positions must provide verification of their highest level of education.
- A security clearance will be required for employees newly hired to _Dyna_**_LIFE_**_Dx_**.
- A security clearance with vulnerable sector completed may be required for employees newly hired to _Dyna_**_LIFE_**_Dx_

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