Executive Administrative Assistant, Assisted Living Alberta

Would you enjoy working in a fast-paced and future-oriented environment that contributes to the healthcare of Albertans? As Executive Administrative Assistant to the Chief Operating Officer, Clinical Delivery & Operations (COO) within the newly established Assisted Living Alberta (ALA), you’ll play a pivotal role working behind the scenes to make big things happen for the COO’s office. In this dynamic environment, you are the trusted right hand to the COO, ensuring seamless operations. You’ll manage critical priorities, coordinate with organizational leaders and changemakers, and keep the COO’s office running smoothly. Your ability to anticipate needs, solve problems, and communicate effectively will make you an indispensable force behind the scenes. You’ll serve as the first point of contact for the Chief Operating Officer’s office, representing professionalism and excellence. We are seeking an experienced Executive Administrative professional to work on site at our Edmonton office. Assisted Living Alberta provides Albertans with the support they need through a comprehensive assisted living system that offers a full range of services, including medical and non-medical supports, continuing care homes, home care, community care, and social services. ALA is focused on delivering care more effectively and consistently across the province by enhancing home and community services, expediting access to supportive living environments and continuing care homes, and ensuring Albertans and their caregivers are well-informed.

Reporting to the Chief Operating Officer (COO), Clinical Delivery & Operations, the Executive Administrative Assistant provides a variety of specialized administrative functions to support the office of the COO. This role develops a wide variety of documents for the COO’s approval, maintains the COO’s calendar of appointments, arranges meetings and travel, researches and prepares background materials for executive meetings, takes minutes and tracks meeting follow-up items, and tracks and monitors action requests. In addition to being the primary point of contact for administrative inquiries from Senior Management, colleagues and stakeholders, this position creates detailed reports and monitors financial information such as budget variances and processes invoices or expense claims. Along with answering phones, receiving visitors, managing office supplies and equipment, this position acts as a resource to other administrative support staff within the portfolio, service, or other offices and responds to day-to-day administrative inquiries on behalf of the COO’s office. The role may also support special projects within the portfolio or service, and carry-out administrative projects related to the COO’s office. Furthermore, the Assistant prepares and distributes agendas and standard meeting packages, supports staffing procedures, processes related forms and site access, and acts as a timekeeper for the area.

Diploma in Office or Business Administration. A minimum of five years’ administrative experience. Experience supporting executives or senior leadership. Advanced working knowledge of Microsoft Office Suite (Outlook, Word, Excel, Visio, PowerPoint).

The successful candidate has demonstrated strong awareness of political sensitivities and the diverse interests of various internal and external stakeholders, and an ability to anticipate needs and action appropriately. You have proven ability to functionally supervise, coach, and mentor other Administrative Support staff. Along with excellent oral and written communication skills with a strong ability to draft correspondence, the successful candidate possesses excellent organizational skills and ability to independently prioritize own workload, and workload of other administrative staff (as required). You have a strong record of acting in a professional manner in dealing with the public, management, staff and other departments, in addition to an ability to maintain confidentiality and discretion. Furthermore, you have demonstrated your ability to establish and maintain collaborative and professional relationships with a variety of stakeholders, as well as knowledge of broad office policies and procedures as well as applicable legislation (e.g. Access to Information Act (ATIA) and Protection of Privacy Act (POPA)).

Previous experience in a health care setting is an asset. Education or experience in project management and financial management. Working knowledge of Oracle (specifically knowledge of PeopleSoft and MarkView). Proficiency in developing databases and/or advanced Microsoft Excel skills including creating spreadsheets and reports.