Executive Administrative Assistant

Are you a highly organized, detail-oriented professional with a passion for supporting strategic healthcare initiatives? This is your opportunity to play a pivotal role in advancing quality and safety across Alberta’s acute care system. As the Executive Administrative Assistant within Acute Care Alberta (ACA), you will work at the heart of a dynamic provincial team, supporting senior leadership and contributing to initiatives that improve health outcomes for Albertans. Reporting to the Senior Director, Quality & Safety, this role offers a unique chance to work closely with senior leaders in ACA. You will be instrumental in coordinating provincial initiatives, managing departmental operations, and ensuring alignment with ACA’s policies and strategic goals. What Makes This Role Unique: Provincial Scope: Engage with stakeholders across Alberta, including AHS executives and government representatives, in a high-impact, province-wide role. Strategic Influence: Support decision-making and coordination at the executive level, contributing to initiatives that shape the future of acute care in Alberta. •Professional Growth: Gain exposure to complex healthcare systems, financial and HR processes, and high-level communications in a fast-paced, collaborative environment. Workplace Culture: Join a team that values integrity, innovation, and excellence in service delivery. This is more than an administrative role-it’s a chance to be part of a team that’s improving healthcare for all Albertans. If you thrive in a high-performance environment and are passionate about making a difference, we invite you to apply.

We are seeking a highly organized and proactive Administrative Coordinator to support the Senior Director within the Quality & Safety department under the Quality Management & Improvement portfolio in Acute Care Alberta. This role is pivotal in ensuring smooth operations, effective communication, and timely execution of administrative and project-related tasks. Key Responsibilities: Manage complex calendars, coordinate meetings, and act as the primary point of contact for the department. Prepare meeting packages, agendas, and minutes; maintain a bring-forward system to track action items and deadlines. Draft, edit, and format documents, briefing notes, and correspondence with attention to detail and political sensitivity. Support HR processes including recruitment, onboarding, documentation, and payroll coordination. Assist with budget tracking, forecasting, and financial documentation including expense claims and invoice processing. Maintain organized records and implement effective file management systems (electronic and paper-based). Collaborate with internal and external stakeholders to support governance committees and strategic initiatives. Identify and resolve administrative issues, recommend process improvements, and contribute to team development.

A minimum of a 2-year diploma in business or office administration plus 5-7 years progressively responsible related experience in a fast-paced organization of significant size and complexity is required. The incumbent will possess knowledge of: Alberta Health Services systems and processes. General office policies and procedures including, but not limited to, financial policies, travel polices, human resources and expense claims systems. Will also demonstrate expertise in: Office software, including Outlook, Excel, Visio, and PowerPoint. Understanding how to address sensitive and confidential issues. Understanding how to recognize informational needs. Well-developed critical thinking and decision-making skills. Excellent written and oral communication.

This position will be part of Acute Care Alberta effective April 1, 2025. By applying on this posting, if you are the successful candidate, you agree to and will become an employee of Acute Care Alberta.

As Required.