Reporting to the Executive Director (ED), Mental Health, Programs and Services Team, Provincial Addiction & Mental Health (PAMH) the Executive Assistant will provide senior administrative services & support to the ED & senior leaders within the team. This position assists with the day-to-day operations of the office of the ED by providing a full range of reasonably complex administrative duties & is a key conduit & support for senior staff contributing to the efficient and professional operation of the executive office. This position contributes to the efficient operation of the executive office through the key responsibilities: Handling of variety of projects & tasks simultaneously. Coordinating & supporting activities related to the EDs calendar & scheduling appointments. Compiling necessary background & documentation materials for initiatives & related meetings. Responding to requests for information & actioning in an efficient & timely manner. Reporting, gathering, compiling & relaying confidential information and material. Monitoring, tracking, taking action & distributing incoming correspondence. Responding directly to day-to-day email & inquiries on behalf of the ED. Proactive document & file management. Proactively resolving conflicts. Support project/initiative logistics, tracking and reporting. It is a key support for the Joint Leadership of addiction and mental health provincially and plays a key role in coordinating key activities provincially. This position also interacts on a regular basis with the office of the Chief Program Officer as well as other internal & external stakeholders. The incumbent will also provide support to the offices of the Chief Program Officer (PAMH) & ED, Addiction Medicine. This position is the front end of the ED’s office and is required to work standard office hours from 8:00am – 4:30pm.
Required Qualifications:
Office Administration diploma or equivalent combination of education and/or several years of experience. At least 5+ years senior level administrative experience supporting large portfolios in an executive position. Experience working on a multidisciplinary team within a healthcare setting, and preferably experience working within Addiction and Mental Health. Ability to use multi-modal technology to support meetings etc. Advanced computer skills with proficiency in a range of software applications is a must including Microsoft Word, PowerPoint, Microsoft Teams, SharePoint, and Excel, including the ability to prepare spreadsheets, organizational charts, flowcharts, and formatting techniques in the preparation of reports and/or presentations. Working knowledge of AHS systems and process including familiarity with policies, financial practices, human resource activities and information systems. Excellent verbal and written communication skills, especially strong engagement and networking skills. Ability to work in high pressure / high demand situations. High degree of professionalism in dealing with external stakeholders, urgent requests, sensitive information and conflict situations.
Additional Required Qualifications:
Senior level administrative experience supporting larger portfolios in an executive position. Demonstrated ability to work collaboratively with team members from other areas of expertise across the province and beyond. Alberta Health Services (AHS). Professional writing or editing with a focus in health care. Project management experience. Uses critical and anticipatory problem solving and oversight of executive work.
Preferred Qualifications:
As required.
Job Posting End Date: Position Type: Employee Position Sub Type: Permanent Full Time Work Location: Conklin, AB Shift: ____________________________________________________ Join...
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