Executive Assistant to VP Chief Corporate Programs and CFO

3 weeks ago

Halifax, Nova Scotia, Canada Nova Scotia Health Authority Full time
Executive Assistant to VP Chief Corporate Programs and CFO

Req ID: 198568
Department/Program: Corporate Programs and CFO, Executive Offices
Location: Halifax
Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s)
Start Date: 03/30/2025
Union Status: Non-union, Management/Non Union Bargaining Unit
Compensation: $26.9196 - $33.6494/hour
Closing Date: March 19, 2025 (Applications are accepted until 23:59 Atlantic Time)

IWK Health is a respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million children, youth, adults, and families each year across the Atlantic region. We have a team of approximately 4000 employees, physicians, volunteers, and learners at sites across Nova Scotia. People build careers with IWK Health with our focus on training and mentorship opportunities. We recognize each other's talent and celebrate our successes. We collaborate in modern facilities or virtually from home, align our work to our values, and enjoy access to enhanced benefits and wellness programs.

The Opportunity

Reporting directly to the Chief Financial Officer (CFO), the Executive Assistant performs highly complex, confidential, and analytical assignments. This role requires independence, initiative, and accountability to perform essential tasks. The Executive Assistant is a highly resourceful team player, comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The individual will have the ability to exercise good judgment in a variety of situations and possess strong written and verbal communication, administrative, project management, and organizational skills.

Responsibilities

Planning and Organization

- Develops and maintains process for issues management. Keeps CFO appraised of events/information that affect workflow and service delivery.
- Proofreads and edits material submitted for the executive's signature and use.
- Reviews, plans, and organizes the CFO's schedule, answers phones, arranges travel, prepares expense reports, and performs other administrative duties as requested.
- Reviews incoming correspondence, gathering additional information as appropriate, and ensuring efficient and accurate document control and flow.
- Drafts, edits, and proofreads routine and complex correspondence, meeting materials, and PowerPoint presentations.
- Assists in the preparation of the annual office budget for the executive's approval.
- Coordinates human resource activities within areas of responsibility.
- Serves as initial contact/resource person for the Office of the CFO.
- Responds to inquiries, determines urgency of requests, and resolves client issues.
- Acts as liaison between CFO, other members of the executive management team, direct reports, and all other internal or external stakeholders.
- Builds internal and external collaborative relationships.

Coordination / Facilitation

- Schedule and prioritize the CFO's calendar.
- Initiate a wide variety of meetings and events using current meeting technologies.
- Track and coordinate various issues, initiatives, and projects within the CFO portfolio.
- Establish and maintain a variety of information systems.
- Responsible for the planning, development, and implementation of the IWK Board of Directors standing sub-committees.
- Organizes logistics for large meetings, conferences, and functions as required.

Hours of Work

Monday-Friday; 75 hours bi-weekly

Your Qualifications

- Undergraduate degree or recognized office administration program/business program/secretarial program.
- Membership in the International Association of Administrative Professionals – IAAP (an asset)
- Minimum five (5) years of experience supporting senior management.
- Strong knowledge and experience using MS Word, MS Excel, MS PowerPoint, SharePoint, MS Outlook is required.
- Knowledge and experience using SAP is an asset.
- Excellent writing, communication, interpersonal, and problem-solving skills required.
- Demonstrate exemplary customer service skills.
- Acts as liaison between CFO, other members of the executive leadership team, direct reports, and all other internal or external customers.
- Builds internal and external collaborative relationships.
- Maintains confidentiality at all times.
- Demonstrates critical thinking in decision-making.
- Significant political sensitivity, professionalism, and confidentiality are required.

Thank you for your interest in IWK Health. Please note that we only contact applicants selected for interview/testing.

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