Executive assistant

QUALIFICATIONS Grade 12 education (MB Standards) Graduate and/or certification from a recognized Business Administration Program Three (3) years equivalent full-time experience within the last five (5) years as a Prairie Mountain Health Administrative Assistant Province of Manitoba Class 5 Drivers License, and access to a personal vehicle to provide service within Prairie Mountain Health Proficiency with Microsoft programs (Outlook, Word, Excel, Access and PowerPoint), as well as Internet applications and other Information Technology Familiarity and skill in current office technology and equipment Demonstrated ability in maintaining effective interpersonal working relationships required Demonstrated critical thinking skills required Demonstrated effectiveness in coordination, organization and minute taking for meetings Demonstrated sound organizational skills, and the ability to work independently Demonstrated written and oral communication skills Demonstrated professional and personal commitment for professional development, lifelong learning and continuing education Demonstrated flexibility to facilitate changes in techniques and procedures Ability to prioritize in a changing environment Ability to respect and promote a culturally diverse population Ability to respect and promote confidentiality Ability to perform the duties of the position on a regular basis POSITION SUMMARY Under the general supervision of and responsible to the applicable Vice President (VP)/Chief Executive Officer (CEO); the Executive Assistant is committed to the vision, mission, values and strategic priorities of Prairie Mountain Health functioning within their position. The Executive Assistant is responsible for creating/typing complex, confidential documents, as well as the coordination and administration of highly sensitive matters of either an administrative or a clinical nature. The Executive Assistant requires the exercise of initiative, sound judgement, and the ability to work independently and make decisions within their level of authority.

This position must be able to relate to people at all levels both within and external to the organization. The Executive Assistant functions in a confidential capacity in matters related to labour relations. RESPONSIBILITIES Overview Administrative Support Manages Vice President/CEO schedule; makes travel arrangements; monitors e-mails redirecting or responding as appropriate.

Attends meetings, documents minutes of meetings and follows-up, as required. Maintains employee personnel files, if applicable; acts as a contact for employee questions; prepares letters of offer; completes appropriate documentation for benefit plans/LOA’s; ensures appropriate authorization for absences or schedule adjustments and records electronically or forwards documentation to scheduling. Develops and maintains central filing system for Vice President/CEO, including management of records retention according to regional policies.

Reception Responds directly, redirects or brings to the attention of others, telephone and personal enquiries/complaints from programs and departments, community groups, agencies and citizens. Responds tactfully, screens and refers appropriately. Document Preparation Types and composes various documents such as letters, memos, policies, reports, forms, charts, agendas, presentations, correspondence and other varied documents (confidential or public) as required.

Database Entry/Maintenance Develops, amends, compiles, and inputs into databases, shared files, SharePoint etc. as required. Record Management Maintains up-to-date records of relevant committees, team members and schedules of related committee meetings; Maintains confidential files and records including relevant regional information and personnel files in electronic and hard copy files. Portfolio/Organization Communication Responds as directed to correspondence using accepted formats and within established timelines; Copies and circulates written/electronic materials appropriately as required.

Develops and maintains procedure manual for the position. Meeting Preparation Makes necessary meeting arrangements, including notification of staff, collecting agenda items, circulating agendas and booking meeting rooms as required. Ensures Vice President/CEO has necessary documents for review prior to meeting date.

Financial Functions Preparation of summary data/statements and reports, as required. Assists in budget and variance processes as required. Confirms accuracy/appropriate authorization of departmental invoices and forward to accounts payable for processing.

Other Participates as a member of the health care team. Adheres to established policies and procedures. Carries out activities in a self-directed, responsible manner, which reflects legal ethical and practice standards.

Completes special projects as may be assigned by the respective Director/Regional Manager/Manager. Other duties as assigned. #J-18808-Ljbffr