Executive Administrative Assistant

Your Opportunity:Would you enjoy working in a fast paced and future-oriented environment that contributes to the healthcare of Albertans? As Executive Administrative Assistant to the Chief Executive Officer (CEO) of the newly established Health Shared Services, you’ll play a pivotal role working behind the scenes to make big things happen for the CEO and serve as the first point of contact for the CEO’s office. In this high-profile, dynamic environment, you ensure seamless operations and facilitate decisions. You’ll manage critical priorities, coordinate with organizational leaders and changemakers, and keep the CEO’s office running smoothly. Your ability to anticipate needs, solve problems, and communicate effectively will make you an indispensable force behind the scenes. Reporting directly to the CEO, the Executive Administrative Assistant answers phones and greets visitors, generates routine correspondence and documents, maintains the CEO’s calendar, arranges meetings, prepares and distributes agendas and standard meeting packages, processes expense claims, and manages office supplies and orders. You will respond to general client and administrative inquiries, support staffing procedures, process related forms and site access, and act as a timekeeper for the area. This role is eligible for hybrid work arrangement and can be located anywhere in the province of Alberta. Health Shared Services (HSS) is a Provincial Health Corporation (PHC) with over 15,000 employees delivering corporate, non-clinical services and functions to the Alberta health system.Description: The Executive Administrative Assistant provides a variety of specialized administrative functions to support the office of the CEO. This role develops a wide variety of documents for the CEO, maintains the CEO’s calendar of appointments, makes meeting and travel arrangements, researches and prepares background materials for executive meetings, takes minutes and tracks meeting follow-up items, and tracks and monitors action requests. This role monitors the CEO’s mail and e-mail and identifies and advises the CEO of urgent and/or sensitive issues. Some HR and staffing support is required, including coordinating new position/vacancy postings, interview schedules, and onboarding processes for the CEO’s office. The Assistant tracks and maintains changes to position management information, vacancies, functional centres and reporting relationships. The position is accountable for timekeeping, coordinating payroll approval, monitoring time-off/vacation requests for CEO’s approval, and resolving critical scheduling conflicts. The Assistant creates detailed reports and monitors financial information such as monitoring budget variances, and processing invoices or expense claims. This role acts as a resource to other staff within the office and responds to day-to-day administrative inquiries on behalf of the CEO’s office. In addition to providing business support such as managing office supplies, space and equipment, this role is accountable for reporting and documentation including confidential correspondence and presentation materials. The Assistant may also support special projects within the office of the CEO and carry-out administrative projects related to the CEO’s office. Required Qualifications: Diploma in Office or Business Administration. A minimum of five years’ administrative experience. Experience supporting executives or senior leadership. Advanced working knowledge of Microsoft Office Suite (Outlook, Word, Excel, Visio, PowerPoint).Additional Required Qualifications: The successful candidate possesses the ability to functionally supervise, coach, and mentor other Administrative Support staff. Strong knowledge of political sensitivities and the diverse interests of various internal and external stakeholders is required as is the ability to anticipate needs and action appropriately. Excellent oral and written communication skills with a strong ability to draft correspondence is essential as are excellent organizational skills and ability to independently prioritize own workload, and workload of other administrative staff as required. You demonstrate an ability to act in a professional manner in dealing with the public, management, staff and other departments, along with an ability to maintain confidentiality and discretion. Additionally, you have a track record of establishing and maintaining collaborative and professional relationships with a variety of stakeholders and possess knowledge of broad office policies and procedures and applicable legislation ( Freedom of Information and Privacy (FOIP)). Equivalencies of education, experience and skills may be considered.Preferred Qualifications: Prior experience in health care, and education or experience in project management and financial management is preferred. Working knowledge of Oracle (specifically knowledge of PeopleSoft and MarkView) is a strong asset, as is proficiency in developing databases, spreadsheets and reports.