Executive Assistant

7 months ago

Calgary, Canada Mosaic Primary Care Network Full time

Executive Assistant

**Status**:Regular Full-Time (1.0 FTE)

**Reporting To**:Business Operations Manager

**Date Available**:Negotiable

**Hours of Work**:7.75 hours per day, 38.75 hours per week

**Exempt/Non-Exempt**:Exempt

**Program**:Administrative

**Salary Range**:$60,000 - $80,000

**About Us**

Mosaic Primary Care Network (PCN) provides a wide range of primary health care services in the northeast and southeast Calgary communities in partnership with a group of family doctors. Our talented interdisciplinary health care teams work together to provide services that best support patient needs.

We want YOU to bring your expertise to our growing team as we continue to develop solutions to meet the needs of our local community. If you have initiative, are resourceful, engage easily in teamwork, and most importantly, want to make a difference in healthcare, we want to hear from you

**Position Summary**

The Executive Assistant is a strategic business partner with the Executive and Medical Directors. This individual will provide support in a broad range of duties with competing priorities and be expected to execute tasks to a high standard, while aiming to proactively anticipate a wide range of the leadership’s needs.

Also, this role ensures all administrative and operational processes are followed, while seeking to determine, develop, and participate in the implementation of improvement opportunities, contributing to the effective and efficient operation of the organization.

**Key **Responsibilities**

Executive Support
- Act as a conduit between the Executive and Medical Directors, departments within the organization and other key stakeholders, whilst also managing the day-to-day running of the leadership's offices.
- Planning and scheduling workflow to ensure obligations and deadlines are met.
- Supports performance tracking initiatives through the development of reporting schedules and coordinator of team updates.
- Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
- Gain an understanding of Mosaic's key priorities, monitor status throughout the year and coordinate reporting requirements with the designated stakeholders.
- Breaks down strategic problems, and analyses data and information to provide insights and recommendations.
- Provides input into planning and implementation of administrative programs.
- Completes projects and utilizes support of the administrative assistant(s) and following up on results.

Administrative Support
- Maintain calendars and coordinate all meeting requirements including scheduling, collection and preparation of background material, and administration of reports.
- Responding directly to day-to-day administrative priorities.
- Gathers and formats data into regular and ad-hoc reports, and dashboards.
- Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
- Organizes work information to ensure accuracy and completeness.
- Manage credit card expenses, associated reimbursement process and third-party invoice approvals.
- Prepares a variety of documents and correspondence for record-keeping, signatures, and distribution.
- Participates in meetings, committees, and initiatives as directed.

Other
- Works closely with the Strategy and Performance Lead and Governance Specialist/Corporate Secretary.
- Broader work or accountabilities may be assigned as required.

**Qualifications & Requirements**

**Qualifications**:

- 7+ years of progressive work experience in similar role providing executive support for more than one senior leader and their teams simultaneously.
- Bachelor's degree or diploma in Business Administration or Certificate in Business Administration.

**Requirements**:

- Excellent organization skills and the ability to multitask, supported by advanced proficiency with business platforms, administrative, and financial knowledge.
- High level of professionalism and business acumen to deal with confidential matters, displaying discretion, judgement, and diplomacy; and demonstrate integrity in managing these responsibilities.
- Considers quality in all aspects of the job and respects procedures and norms.
- Impeccable interpersonal skills and ability to build strong relationships with all stakeholders, including employees and internal partners, etc.
- Superior verbal and written communication skills, and the ability to communicate clearly and effectively at all levels.
- Capable of thinking ahead, anticipate requirements, and take initiative to resolve issues in a timely manner.
- Formulates effective decisions based on sound data analysis.
- Results-oriented, adaptable, and flexible to work in fast paced environments with tight timeframes.
- Able to navigate complex situations and challenges; confident in managing ambiguity and initiating problem-solving.
- Skilled at sustaining c

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