Executive Assistant to Vice President

**Req ID**:139465**
**Company: Nova Scotia Health**
**Location**:Provincial** Zone, **Corporate Office**
**Department**:VP, Medicine**
**Type of Employment**:Regular** **Hourly FT** (**100%** FTE) x **1** position(s)**
**Status**:Management/Non Union** P**osition**
**Posting Closing Date**:6-Sep-22**

Nova Scotia Health is the largest provider of health services in Nova Scotia, with some specialized services also offered to clients throughout Atlantic Canada. We’re on a mission to achieve excellence in health, healing and learning through working together, which is reflected in the hospitals, health centres and community-based programs we operate across the province. Our passionate team of professionals provides a variety of high-quality inpatient and outpatient services including academic, tertiary, and quaternary care, as well as continuing care, primary health care, public health, and mental health and addictions. Join a diverse team of innovators, collaborators and creative thinkers today.

**About the Opportunity**:
Reporting to the Vice President of Medicine, the Executive Assistant will be responsible for the day-to-day coordination, troubleshooting, and resolution of all issues and provides executive level support to the Vice President and the portfolio leadership team. The Medicine portfolio of Nova Scotia Health is responsible for myriad functions related to the organization and its relationship with more than 2400 practicing physicians and medical learners. You will join a close-knit, high energy, high performance team of passionate health care administrators.

The Executive Assistant is responsible for working with the Medical Affairs Team to support the early identification and strategic analysis of issues, and provides accurate, timely, and appropriate responses to issues through the research and coordination of responses and actions related to issues within the Medicine portfolio and the Office of the Vice President of Medicine, through the preparation/coordination of briefing notes, meeting and event notes, issues management strategies and executive responses. This role will be the point of contact for work carried out in partnership with the Medical Affairs team and is responsible for the coordination and tracking of all project plans and their related tasks for ensuring the Vice President is kept abreast of key initiatives within the portfolio.

This role requires a high level of independence, advanced communication and interpersonal relationship skills, the ability to focus on the overall goals and fill in the blanks to proactively assess and meet the needs of your team. The Executive Assistant is an energetic, high-performing self-starter that enables and supports the Vice President and the Medical Affairs team to focus on strategic priorities and achievement of goals and objectives. This position is required to adapt to ever-present changes and shifting priorities and to complete work in a timely and effective manner.

The Executive Assistant will work collaboratively with the administrative assistants within the zone and the Medical Affairs team in terms of all administrative activities, procedures, and guidelines to enable consistency and standardization across the organization. The Executive Assistant is responsible for the development and mentorship of the administrative assistants within the Vice President portfolio.

**About You**:
We would love to hear from you if you have the following:

- Post-Secondary diploma in a recognized office administration, business administration or secretarial program
- Undergraduate degree is an asset
- Project Management (PMP) certification is an asset
- Minimum of 5-7 years’ of progressively responsible experience, providing administrative support and office coordination at the executive level, preferably within healthcare and within an integrated service model provided throughout several locations with multiple partners and stakeholders
- Exceptional leadership, organizational and self-management skills reflecting the ability to perform and prioritize multiple tasks
- Considerable judgement, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature
- Evidence of interpersonal and relationship building skills required to build and maintain strong, collaborative working relationships with all stakeholders, including staff, physicians, volunteers, patients, families, senior management, Department of Health and Wellness and external partners
- Advanced written and verbal communication skills with the ability to adapt communications to the applicable audience and draft communications on behalf of the Executive Director
- Ability to work independently with mínimal direction and demonstrated proactive approaches to problem solving with strong decision-making capability
- Proven ability to manage complex and highly confidential information with discretion, be adaptable to various competing demand