Executive Assistant

Department:
Communicable Disease Control, Medical and Systems Support

This posting is to fill a current vacancy.

This Executive Assistant role is to provide confidential senior administrative support to two executives. The Executive Assistant is responsible for managing administrative matters for the executives' Offices and triages information of a sensitive and confidential nature with other department managers ensuring effective and efficient communication between all internal and external contacts.

• Initiate, lead and support the flow of information, documents, and activities for the Office; identifies, prioritizes and ensures urgent matters with potential impact on the Department/PHO are brought to the attention of the executive or dealt with on own on behalf of the Executive;
• Establishes and maintains liaison with PHO executives, management and staff and with senior government officials, private sector and health care providers to act as a focal point of contact to the executive’s office, manage corporate linkages and protocol and to respond to inquiries;
• Identifies, researches and ensures the availability of information for review by the executive and recommends/prepares materials on behalf of the executive in preparation for meetings and requests;
• Coordinates, drafts and/or delegates response to correspondence and information requests;
• Manages the executive’s calendar, making arrangements for all meetings including determining priorities of appointment requests, booking meetings; preparing agendas, compiling and distributing materials;
• Provides support on project activities and committees, lead or attended by the executive; tracks action items, ensures that possible contentious issues are identified in advance, are thoroughly researched and recommends responses on behalf of the executive;
• May be asked to provides senior level secretariat support to Board/committees;
• Writes, reviews and/or edits a variety of departments documents, briefing materials, meeting minutes, or articles and suggests changes in content/format; generates various documents, reports, and presentations for the executive;
• Prepares and monitors the office budget; checks/processes invoices, P-card purchases, expense claims and provides regular financial updates;
• Coordinates the unit's administrative staff, including setting clear responsibilities and objectives, advising on staff training needs, provides direction and leadership in the implementation of new techniques and standards;
• Provides input and participation on projects related to the development and implementation of office administrative procedures, systems and practices within the Agency;
• Acts as a member of the Administrative Professionals Forum;
• Performs other duties as assigned.

• Knowledge of executive office protocols to manage a range of stakeholder relationships, projects and administration for the Office of the Executive;
• Skills in providing senior level secretariat support to Boards/committees;
• Skills to prepare and monitor the office budget and to process invoices, purchases and expense claims;
• Knowledge of administrative service principles, methods, practices and file management systems to provide direction to the unit's administrative staff and to develop related procedures, systems and practices;
• Knowledge of the programs, services and/or activities of the assigned office, as well as of the Agency mandate, services, priorities and procedures.

• Completion of a bachelor's degree in a related field i.e. administrative/business program or completion of a post-secondary secretarial or administrative assistant program.
• Five to ten years' experience providing executive assistance and support…