Executive Administrative Assistant

Your Opportunity:
The Executive Administrative Assistant provides a variety of specialized administrative functions to support the office of the Chief Operating Officer (COO). This role develops a wide variety of documents for the COO’s approval, maintains the COO’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. The Assistant creates detailed reports and monitors financial information such as monitoring budget variances, and processing invoices or expense claims. This position acts as a resource to other administrative support staff within the portfolio, service, or other offices and responds to day-to-day administrative inquiries on behalf of the Leader’s office. The Assistant may also support special projects within the portfolio or service and carry-out administrative projects related to the Leader’s office.

Description:
Issues Management: Broad understanding of portfolio issues, priorities and relationships to anticipate the needs of the Leader and proactively assist in resolving urgent and/or sensitive issues. HR/Staffing Support: Reviews timekeeping and payroll approval. Coordinates and monitors time-off/vacation requests. Coordinates new position/vacancy postings, interviews and onboarding. Administrative/Business Support: Maintains Leader’s calendar, prioritizes meetings and appointments with a high degree of independence, and proactively identifies and resolves critical scheduling conflicts. Develops agendas and records minutes for numerous committees and leadership meetings. Prepares meeting action items and tracks follow-up requests. Establishes and maintains filing systems. Manages office supplies, space, and equipment as needed. Documentation: Develops confidential correspondence. Prepares queries and maintains complex spreadsheets and databases. Maintains electronic shared drives, databases or spreadsheets, and SharePoint sites as appropriate. Supports the design and modification of drives/sites. Project Management: Tracks and reports on phases and timelines of strategic projects. Works closely with the senior leadership team to support the completion and implementation of the portfolio/service’s projects as needed. Leading Others: May directly or functionally supervise other administrative support staff (non-union or unionized roles). Contributes to the recruitment, development and performance management. Provides training to support staff as required. Budget /Expense Claims: Maintains and monitors budget information and other financial records. Identifies budget/expense variances, and researches discrepancies. Processes invoices and expense claims.
- **Recovery Alberta**:Y
- ** Classification**:Executive Administrative Asst
- ** Union**:Exempt
- ** Unit and Program**:Recovery Alberta Mental Health and Addiction
- ** Primary Location**:Chinook Regional Hospital
- ** Location Details**:Eligible to work hybrid (on/off site) within Alberta
- ** Negotiable Location**:Provincial
- ** Employee Class**:Regular Full Time
- ** FTE**:1.00
- ** Posting End Date**:28-JAN-2025
- ** Date Available**:07-FEB-2025
- ** Hours per Shift**:7.75
- ** Length of Shift in weeks**:2
- ** Shifts per cycle**:10
- ** Shift Pattern**:Days
- ** Days Off**:Saturday/Sunday
- ** Minimum Salary**:$22.55
- ** Maximum Salary**:$37.60
- ** Vehicle Requirement**:Not Applicable

**Required Qualifications**:
Grade 12 high school diploma required. Post-secondary certificate in Office or Business Administration required.

**Additional Required Qualifications**:
Minimum 3 years administrative/secretarial experience, preferably in a healthcare setting. Advanced working knowledge of the complete Microsoft Office Suite. Ability to directly or functionally supervise, coach, and mentor other Administrative Support staff. Strong knowledge of political sensitivities and the diverse interests of various internal/external stakeholders. Ability to anticipate needs and action appropriately. Excellent oral and written communication skills with a strong ability to draft correspondence. Excellent organizational skills and ability to independently prioritize own workload. Maintains confidentiality and discretion. Strong ability to establish and maintain collaborative and professional relationships with a variety of stakeholders. Knowledge of broad office policies and procedures as well as applicable legislation.

**Preferred Qualifications**:
Post-secondary diploma in a related field preferred. Working knowledge of Oracle (PeopleSoft, MarkView). Proficiency in developing databases and/or advanced Excel spreadsheets and reports. Knowledge of applicable policies, procedures and systems (e.g. staffing policies and systems, payroll procedures, financial policies and systems). Expertise using administrative systems and processes.