Executive Assistant

4 days ago

Edmonton, Canada Covenant Health Canada Full time
Your Opportunity:

Do you consider yourself highly skilled in professional administration? Are you interested in providing a broad range of executive assistance services to senior executive leaders? Then we may have an opportunity for you. Covenant Health is hiring an Executive Assistant for the Office of the Chief Medical Officer (CMO). The successful candidate in this position will provide advanced administrative support related to the office of the CMO, including the operational dyad relationship with the COO’s office; complex calendar management, supporting the CMO to prepare for high level organizational and provincial meetings. This position also supports Medical Affairs senior executive team including the Deputy CMO and the Director. The EA leads a wide range of administrative services and is responsible for developing and implementing processes that will support the efficient and effective operation of the CMO’s office. The ideal candidate will be required to leverage their ability to problem solve and exercise a high level of autonomy, organizational and critical thinking skills. We are proud to offer a supportive work environment that encourages professional growth & collaboration. Join our dedicated team as we continue to deliver compassionate care and advance healthcare innovation in Edmonton. Apply today and discover rewarding opportunities to make a difference in the lives of our medical leadership team, patients and community. Covenant Health is deeply rooted in Alberta's integrated health system, with a legacy spanning over 150 years, we deliver quality, innovative services across 17 sites in 12 communities. As one of Canada’s largest Catholic health organizations, Covenant Health is committed to excellence, recognized once again as Alberta’s Top 80 Employers for 2024, and named among the World’s Most Ethical Companies for nine consecutive years.

Description:

The Executive Assistant will be primarily responsible for scheduling appointments and maintaining the CMO’s calendar in an atmosphere of constantly changing priorities; Generating and distributing Triggered Initial Assessment and Triggered Response letters (concerns process) to physicians/Facility Chiefs; Drafting, sending and filing confidential correspondence related to the legal/risk management issues, and patient relations (in particular those deemed high risk); Developing meeting agenda & package, liaising with presenters, maintaining action logs, meeting package compilation & distribution, taking minutes, maintaining meeting and reflection schedules; catering, room booking, etc. for various meetings. The incumbent will be the initial contact for the CMO office; Actively participate in meetings where appropriate and complete action items as assigned; Plan recurring meeting schedules independently for year ahead; Distribute, request and collate information and responses on behalf of the CMO; Manage and report the monthly processes around curtailment of physician privileges; Maintain effective office systems/clerical processes; Advise the CMO of hot topics and pertinent information to ensure the success of the CMO; Support CMO, Medical Leaders, Patient Relations, Physicians, Operations to gather information regarding physicians concerns/commendations and the required responses; Prepare reports, documents, presentations, letters and memos. Draft routine correspondence and initial replies for signature; Transcribe confidential correspondence as required and any follow-up related to individual issues, amongst other responsibilities. The ideal candidate must have the ability to coordinate and provide work guidance and direction to support staff team in an effective manner; and possesses strong decision making and analytical skills. This position is non-unionized.

  • Classification: Executive Assistant
  • Union: COV OUT OF SCOPE
  • Unit and Program: Office of the CMO
  • Primary Location: One Twelve Campus
  • Location Details: As Per Location
  • Temporary Employee Class: Temp F/T Benefits
  • FTE: 1.00
  • Posting End Date: 25-NOV-2024
  • Date Available: 23-DEC-2024
  • Temporary End Date: 01-AUG-2025
  • Hours per Shift: 7.75
  • Length of Shift in weeks: 2
  • Shifts per cycle: 10
  • Shift Pattern: Days
  • Days Off: Saturday/Sunday
  • Minimum Hourly Salary: $24.61
  • Maximum Hourly Salary: $36.92
  • Vehicle Requirement: Not Applicable

Required Qualifications:

Related post-secondary office administration certificate; Five years in a senior secretarial or administrative assistant position in a health care institution; Database / Record Management experience.

Additional Required Qualifications:

Excellent skills in use of Microsoft Office computer software (MS Word, Excel, Access, Visio and Power Point, Adobe Writer) and formatting; Ability to communicate in clear, concise manner with Excellent proficiency in formatting, grammar, syntax and proof-reading; Minimum word processing speed 60-70 w.p.m; Above average knowledge and experience with Access, SQL, HTML, VBScript language plus database design and reporting; Experience with SharePoint design and management; Minute taking and dictation, including medical dictation experience at an executive level; Ability to maintain strict confidentiality of all sensitive information; Ability to use proper judgment while working independently under pressure within short timelines, without sacrificing quality.

Preferred Qualifications:

Knowledge of HIA, FOIP and other related legislation; Knowledgeable of policies and procedures relating to the gathering, retention and release of information.

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