Executive Assistant

Eden Health Care Services, Winkler MB
0.8 FTE Part-Time Permanent
7.5 hours/day, Monday – Thursday 8:30am – 4:30pm
Job Posting Number: EH-195-1115
Closing Date: Monday, November 15, 2021

Position Summary:
Under the supervision of the Chief Executive Officer (CEO) this position provides administrative support to the Eden Health Care Services (EHCS) CEO and select Eden Program Directors. The position is responsible for performing duties to organize and maintain the overall work processes for the EHCS office. In addition, the incumbent provides day-to-day guidance and oversees the front desk operations, while exercising appropriate level of initiative and independent judgement in determining work priorities, methods to be employed and action to be taken on unusual matters.

Qualifications:
Education/Certification:

o Relevant certification in administration preferred (i.e. Business Administration Diploma, Office Administration Diploma, etc.)
Experience:
o Minimum five (5) years’ experience in a professional administrative support role required
o Previous experience in a healthcare setting providing administrative support to an executive position ideal
o One (1) year previous supervisory experience preferred
Knowledge, Skills and Ability:
o Clear understanding of maintaining a high level of professional discretion and confidentiality including paper, electronic formats and other mediums
o Demonstrated ability to effectively manage workload by establishing priorities
o Proven capability in directing the work of other staff, providing direction, guidance and appropriate follow-up as needed
o Aptitude to recognize gaps or redundancies in service or support and problem solve for resolution
o Willingness to assist other members of leadership with administrative tasks
o Superior oral and written communication skills, including strong interpersonal skills
o Demonstrated knowledge of customer service concepts and practices
with minimal supervision in a multi-tasking environment
o High-level knowledge of board function and protocol
o Exceptional time management and multi-tasking skills
o Aptitude for engaging the public and positively promoting the Eden organization
o The ability to speak another language would be considered an asset

Other Requirements and Conditions of Employment:
• Satisfactory Criminal Record Check (with the Vulnerable Sector Check)
• Satisfactory Child Abuse Registry Check
• Satisfactory Adult Abuse Registry Check
• Valid Driver’s License
• Current Vehicle Registration, indicating 3rd Party Liability Insurance of $1,000,000 or more
• Proof of COVID-19 Vaccination Status and/or agreement to undergo regular testing in accordance with Public Health orders

Principal Duties and Responsibilities:
• Performs duties congruent with Eden Health Care Services mission, vision and values, as well as in accordance with organizational policies and procedures.
• Plans, coordinates and maintains the CEO’s Outlook calendar. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
• Takes minutes for CEO at various meetings.
• Prepares and forwards emails or other correspondence on behalf of CEO.
• Completes a broad variety of administrative tasks for the CEO including: managing an active calendar of appointments; completing expense reports; composing and preparing confidential information; arranging travel plans, itineraries, and agendas; and compiling documents for meetings.
• Screens calls and redirects internal and/or external callers as appropriate.
• Communicates directly, and on behalf of the CEO, with Board members, donors, staff, external stakeholders and others, on matters related to CEO’s programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization.
• Assists with special projects as assigned by the Director of Finance, Human Resources, or select Program Directors
• Two (2) days per week, provides coverage for Front Desk

Submit Cover Letter and Resume to:
Jordan Fehr
Payroll & Human Resources Manager
jfehr3@edenhealth.mb.ca