Executive Assistant - Charlottetown, Canada - Health PEI

Description

Position: Executive Assistant

FTE: Permanent, Full-Time

Department: Health PEI,

Location: Charlottetown

Salary: $ $33.93 Per Hour

Start Date/Term Length: Commencing Immediatley

About The Position:

Reporting to the Chief Executive Officer of Health PEI, the Executive Assistant position is responsible to ensure planning, coordination and implementation of daily divisional and strategic program requirements by maintaining close contact within HPEI, across divisions and external parties, having a positive working relationship with the Premier's/Minister's/Deputy Minister's Office/Health PEI Board/Legal/internal across divisions/external stakeholders. This position will involve maintaining the CEO's schedule, facilitation & coordination of staff, coordinate financial process, providing logistical and travel supports, and working on operational related projects in order to contribute to the smooth process of the Chief Executive's Office.

Duties:

• Review all requests that come from the Minister's Office for the Chief Executive Officer's Office and follow up accordingly;
• Coordinate and organize Briefing Notes within the Chief Executive's Office in order to prepare for the Minister for the Legislature. This includes reviewing the documents, disseminating to the correct divisions, setting deadlines, review all documents prior to sending to the Minister and managing version control;
• Manage all compliments and complaints that come from the Minister's Office by entering into the Provincial Safety Management System (PSMS), tasking to the appropriate Director/Administrator/Manager, follow up to ensure that all tasks are completed and tracking all requests in a spreadsheet for review with the CEO;
• Coordinate and track all inquiries from Minister's office and respond or direct to the appropriate person for follow up;
• Ensure that necessary background material is researched and available for briefing the CEO/DM/Minister within tight timelines;
• Liaise with the Minister's Office/DHW to organize meetings/events
• Screen incoming mail; locate and attach relevant material; flag and/or summarize information to facilitate replies; redirect mail not requiring the CEO's personal attention; and follow up at own discretion;
• Reply to written and telephone inquiries which includes composing both routine and more substantive correspondence; providing information and explanation of the organization's operations; searching files and records to obtain information: and referring inquiries requiring in-depth subject matter knowledge to appropriate staff; follow up for completion, and ensure feedback loop is closed;
• Manage all compliments and complaints that come from the Minister's Office by entering into the Provincial Safety Management System (PSMS), tasking to the appropriate Director/Administrator/Manager, follow up to ensure that all tasks are completed and tracking all requests in a spreadsheet for review with the CEO;
• Coordinate input from various staff to ensure a timely response for the CEO;
• Assess and investigate requests for information, complaints; prepare and deliver initial responses; use appropriate interviewing and analytical techniques;
• Monitor divisional budget through Business Objects and prepare accounts payable invoices for Chief Executive Officer; review and verify divisional expenditures against departmental expenditure detail; ensure payments are coded to appropriate accounts; ensure CEO is aware of account balances, highlight any discrepancies and follow-up with accounting personnel;
• Assist CEO in budget forecasting (when applicable) for division; Monitor budget, expenditures and commitments in Oracle, assist in resolving discrepancies, reports/advises issues to the CEO requiring attention;
• Coordinate the budget book /Capital Budget /management plan updates in order to prepare for the Finance Department;
• Checks supplier invoices/purchase instruments to ensure financial coding is correct and attached invoiced are signed by appropriate personnel;
• Coordinate the in-province/out-of-province travel process. Audit all incoming travel requests to make sure all is completed and correct. Collaborate CEO office to make sure requests are approved. Track all requests that come forward and sent back to requester;
• Prepare divisional leave records for processing payroll; receive statutory and vacation benefit bank analysis spreadsheets; compile for management team and circulate to ensure balances are maintained; assist staff in interpretation of collective agreements;
• Review all Treasury Board submissions for the CEO's approval. Review and track all Treasury Board minutes and Executive Council documents;
• Maintain administrative files on variety of subjects (including confidential matters of labour relations, discipline, legal issues and financial information), in accordance with records information management policies to permit effective retrieval of information as needed;
• Liaise on behalf of the Chief Executive Officer with staff, officials of other government organizations and the public to give or obtain information, to provide advice, or to relay instructions, frequently requiring considerable elaboration and instruction;
• Demonstrate a clear understanding of the Division's/Department's corporate mission and represent management's philosophy and values in daily communications.
• Other duties as required.

Minimum Qualifications:

• Successful completion of a recognized post-secondary Executive Administrative Assistant/Office Administrative Program;
• Demonstrated equivalencies will be considered
• Extensive experience in a senior office administrative assistant position.
• Extensive clerical and computer proficiency experience.
• Exceptional organizational and attention to detail.
• Excellent time management and coordinating skills with a proven ability to meet deadlines.
• Extensive experience in a senior management executive assistant role.
• Ability to prioritize tasks and to delegate when appropriate.
• Considerable knowledge and experience in accounting and budgeting issues.
• High level of motivation, creativity and initiative and an ability to exercise independent judgement is essential.
• Strong ability to adapt to changing priorities.
• Strong interpersonal skills and verbal communication skills.
• Excellent written communication skills, including the ability to write for a wide range of audiences when drafting, proofing or formatting communication materials including briefing notes.
• Problem solving/trouble-shooting skills.
• Extensive knowledge of the Health and/or Inter-governmental sectors.
• Knowledge of government and departmental regulations and procedures.
• Confidentiality, high level of political acuity and discretion.
• Significant understanding of the positions of stakeholders and other jurisdictions would be a definite asset.