Job Description

Please note: We work in a hybrid environment. The successful candidate will be working in the Ottawa office - 1800 Alta Vista Drive, with the flexibility to work remotely to ensure we continue to meet the needs of our donors, our staff and our communities.

Job category: Administrative
Job posting ID: 3845

Employment status: Regular full-time

Classification: PTS/MGT/IT B

Salary/Rate of pay: $63,600 to $75,525

Application deadline: 2022-12-02

Somewhere in Canada there's a life you can save.

Be part of a dynamic, collaborative and caring organization committed to saving and improving the lives of Canadians. Thousands of Canadians depend on us every day for reliable access to blood, plasma, stem cells and organs and tissues.

Join Canada's Lifeline and make a meaningful difference every day.

About the role

Canadian Blood Services is looking for a Regular Full-Time Executive Assistant, Divisional Operations Support to join our dynamic Office of VP People Culture and Performance team in Ottawa. The work of an Executive Assistant, Divisional Operations Support is integral to Canadian Blood Services' role as Canada's Lifeline.

In this role, you will be responsible for providing critical support to the office of VP People Culture and Performance by performing a broad range of administrative and operational duties essential to the effective function of the division, and its leadership team.

You must exercise a high degree of judgement, independence, and professionalism in managing the administration of the office of the vice-president and providing direct administrative and program support to the division's extended senior leadership team where required.

Key deliverables and interactions for this role include but are not limited to: liaison with the division's leadership team in executing on, and often participating in, core divisional meetings, supporting the VP and division, maintain workplans and reporting on divisional goals, schedule townhalls, and lead the logistical elements of important corporate events, such as executive retreats and meetings of senior leaders. The role involves close connection to other leaders on the Executive Management Team (EMT), and the ability to support the VP's responsibilities with the Board of Directors.

Critical to the function is to ensure excellent communication and relationships with key external and internal stakeholders, timely review, and approvals in accordance with Canadian Blood Services policies and document management standards.

Key responsibilities include:

Administrative and logistical support for the office of the vice-president:

• Ensure the effective functioning of the office of the VP by coordinating all administrative functions, including managing calendars, travel and other internal protocols, tracking systems and relevant administrative policies and procedures that materialize when operating and executive office.
• Prepares, composes, edits and/or proofreads correspondence. materials, briefing notes, presentations, stemming from requirements and discussion with the vice-president.

Divisional Administration and Operational Support:

• Establishes/maintains effective working relationships with members of the divisional leadership team, EMT, Board of Directors, external and internal stakeholders.
• Acting alone, or in collaboration with others, assists and advises the vice-president in managing and coordinating activities with members of EMT, Board of Directors, Alliance of Blood Operators, consulting firms and other stakeholders with whom the division intersects.
• From time to time, support members of the division leadership team in executing on divisional projects and activities.

Program development, planning and execution for the organization, and within the division:

• Participates as a team member in program development and delivery activities for a variety of divisional programs, projects, and processes, as assigned.
• Provides logistical planning support for large scale corporate program events.

Performs other related duties as required.

Qualifications:

• College diploma in a related field, and 5 years of professional experience working with and supporting executives at a senior level.
• An equivalent combination of education, training and experience may be considered.

Demonstrated Knowledge, Skills, and Abilities:

• A demonstrated ability to independently plan, schedule and organize several concurrent work assignments is essential.
• Excellent interpersonal, oral communication and relationship management skills.
• Excellent written communication skills and a proven ability to develop clear, concise, and comprehensive written reports as well as an ability to proofread/edit documents.
• Proven ability to respond to a wide variety of files and issues and deal with unclear situations and conflicting demands.
• Experience with Boards, other senior governance committees and key stakeholders is an asset.
• Excellent judgement in setting priorities to achieve divisional objectives.
• Adept at balancing major concurrent tasks and projects.
• Excellent ability to see the big picture, anticipate problems, organize, and coordinate appropriate responses.
• Knowledge of cyclical planning, review, and reporting requirements.
• Ability to act with care, tact, and assertiveness in dealing with internal and external stakeholders.
• Ability to problem-solve through the gathering of pertinent information and the determination of the right solution based on a knowledge of work methods.
• Exemplary computer program skills (Microsoft office suite) and strong knowledge of key corporate applications (SAP, Clearpoint, for example) is an asset.
• Understanding of project management tools, techniques and processes is an asset.

Benefits:

• Competitive base salary range
• 4 weeks of paid vacation
• Annual Performance Award up to 6%
• Flexible hybrid work schedule
• Comprehensive group health, dental and vision benefits
• Choice of defined contribution or defined benefits pension plan
• Employee discounts, wellness programs, and much more!

Diversity and inclusion play a vital role in ensuring health equity for patients across Canada. We are committed to reflecting Canada's population in our organization and fostering an environment where all employees can be their authentic selves, with equal opportunities to succeed and contribute.

To protect the health and safety of its employees, all Canadian Blood Services' employees are required to be fully vaccinated (COVID-19 vaccine doses as approved by Health Canada), subject to any medical or other human rights grounds. Persons who have been vaccinated outside of Canada must contact their local Public Health Unit in order to obtain a vaccine equivalency certificate.

If this role resonates with you, we encourage you to apply! This could be your first step towards a meaningful and inspiring career. Come to work each day knowing that you save lives.

We thank all applicants for their interest. However, only those considered for an interview or those invited to participate in an assessment (such as testing) will be contacted. Applicants who require accommodation should discuss their needs with us.