Job Description

Your Opportunity:

Reporting directly to the Chief Zone Officer, South Zone, the Executive Administrative Assistant is responsible for assisting with the day-to-day operation of the Office of the CZO by providing a full range of complex administrative duties. Ensures effective administrative support and a cohesive team approach in a dynamic environment with the requirement to adapt to changing priorities and issues. This position provides comprehensive administrative support to the CZO Office by: Collecting information and composing correspondence for signature. Maintaining complex calendar, scheduling appointments and making travel arrangements. Monitoring and processing expenditures and payroll. Records and file management. Collating reports and background materials for executive meetings, under the direction of the CZO. Monitoring, tracking, and negotiating timelines for Action Requests. Responding directly to day-to-day administrative inquiries on behalf of the CZO. The position also acts as a resource to executive associates and administrative support staff within the Zone by providing advice, training and assistance on/ coordination of routine or special projects as needed.

Description:

Ensuring effective administrative support and a harmonious team approach in a dynamic environment with the requirement to adapt to changing priorities and issues. Provides administrative support to the CZO by researching, organizing, prioritizing and responding as appropriate to specific requests and operational needs. Responsible for ensuring the effective functioning of the office of the CZO, assuming a coordination role to ensure that administrative support and administrative functions are performed accurately and efficiently. Works independently and accurately in a complex environment, Must be able to work well under pressure, handling multiple tasks, changing priorities and tight deadlines while maintaining quality and accuracy of the work. Receives, organizes, prioritizes and responds/redirects as appropriate to large volumes of continuous, emergent/urgent incoming correspondence, including confidential communication and information and internal/external inquiries. Coaches and provides executive support, direction, problem solving to other administrative staff within the portfolio and advise on AHS administrative/corporate policies and procedures. Organize and provide all financial transactions for Public Disclosure as required. Coordinate and manage the complex calendar schedule of the CZO. Handle daily challenges arising from conflicting time demands and changing priorities in addition to ensuring enough time is available for required stakeholder contributions. Continuously monitor calendar, noting meeting conflicts and consulting on strategies to address. Careful attention to detail is critical. Support meetings by communicating to members and guests which include Senior Leadership, Physicians and external stakeholders. Attend meetings, take minutes, document decisions and track actions. Follow up on outstanding items/actions.

• Classification: Executive Administrative Asst
• Union: Exempt
• Unit and Program: South Zone Clinical Operations - CZO Portfolio
• Primary Location: Medicine Hat Regional Hospital
• Location Details: As Per Location
• Negotiable Location: Within South Zone
• Employee Class: Regular Full Time
• FTE: 1.00
• Posting End Date: 02-SEP-2022
• Date Available: 12-SEP-2022
• Hours per Shift: 7.75
• Length of Shift in weeks: 1
• Shifts per cycle: 5
• Shift Pattern: Days
• Days Off: Saturday/Sunday
• Minimum Salary: $21.20
• Maximum Salary: $35.35
• Vehicle Requirement: Not Applicable

Required Qualifications: A minimum of a graduate of a recognized program in Office Technology, Business Administration or Administrative Services is required. Minimum 3 years experience in an administrative support position is required; experience in a senior administrative support position is preferred.
Additional Required Qualifications: In addition, the incumbent will possess a record of accomplishment in the following areas: Experience managing multiple tasks and competing timelines. Ability to handle complex issues and difficult situations. Experience in developing strong working relationships and partnerships with key internal and external stakeholders. Excellent communication skills and ability to interact with senior leaders. Ability to deal with highly complex or sensitive issues in a professional manner. Advanced computer skills are required. Proficient use of Microsoft Office package. Excellent communication/interpersonal/organizational skills. Excellent formatting, grammar, syntax and proofreading skills. Ability to complete duties with numerous interruptions. Ability to prioritize and balance workload. Ability to be an effective team member. Ability to be flexible and willing to learn new concepts. Ability to maintain privacy and confidentiality. Must abide by the highest standards of confidentiality and have a sound understanding of the principles within Alberta Freedom of Information and Protection of Privacy Act, as well as the Health Information Act.
Preferred Qualifications: As Required.