Executive Assistant, Strategic & Corporate Services

Position Name: Executive Assistant, Strategic & Corporate Services

Union: OOS

Facility: Saskatchewan Medical Association

City/Town: Saskatoon

Type: Full-time regular

FTE: 1

Shift Information: Days

Hours of Work: 35 hours per week

Relief: No

Float: No

Field Hours: No

Salary or Pay Band: $57,741 - $78,120 per annum commensurate with experience.

Job Description: 

The SMA (www.sma.sk.ca) is a voluntary, member-based, professional association for physicians, medical students and residents in the province and it is the provincial chapter of the Canadian Medical Association. As the trusted voice of Saskatchewan’s 2,600 practicing physicians, the SMA negotiates for and on behalf of our doctors; supports the educational, professional, economic, and personal well-being of physicians; and advocates for a high-quality and patient-centred, health-care system.

We have an exciting opportunity for a full-time, permanent Executive Assistant, Strategic & Corporate Services, to join our growing team! 

This senior-level administrative position is responsible for providing high-quality and timely, confidential administrative support to the Executive Director, Strategic & Corporate Services. This position will triage physician issues and concerns, support Medical Staff Associations (MSAs), provide backup Executive level support and assist with special projects as needed. Additionally, this position will represent the Executive Director in interactions with staff, members, and external stakeholders, as needed.

This position is based on-site at our office in Saskatoon, with a voluntary hybrid work option allowing remote work from home up to 2 out of 5 days per week subject to approval under our Hybrid Work Arrangement policy. 

Key Responsibilities:

Administrative Support to the Executive Director

1. Provides high quality, senior-level administrative support to the Executive Director, balancing a demanding workload and exercising mature judgement and discretion in handling confidential and sensitive information.
2. Manages the Executive Director’s work calendar/schedule, and meeting requests and prioritizes action items in order of urgency and importance. Ensures all changes are timely, seamlessly integrated and communicated.
3. Manages all aspects of travel arrangements and proactively assists with changes.
4. Prepares and/or coordinates high quality presentations, reports, letters, and documents.
5. Records and prepares minutes and supporting documents according to the SMA standards for timely review and distribution.
6. Reviews correspondence, initiating action where possible and ensuring the department is professionally represented.
7. Acts as the Executive Director’s representative in interpreting and communicating requests and feedback to others, maintaining excellent rapport with all staff, SMA members, and external stakeholders.
8. Provide administrative support to designated SMA committees as required including agenda preparation, assembling all relevant documents, completing notes of meetings, identifying follow-up actions etc.
9. Liaises with the Ministry of Health and Saskatchewan Health Authority representatives.

 Triaging Physician Issues and Concerns

1. Gathers and collects pertinent information (i.e., membership process system, policies, etc.) to understand the underlying issues and concerns and effectively respond to requests.
2. Reflects on experience, organizational practices and processes to determine criticality of the issues and in determining the correct course of action.
3. Researches, prioritizes and follows up on issues and concerns related to the Strategic & Corporate Services portfolio including those of a sensitive or confidential nature.

Logistical planning and support to theMedical Staff Associations (MSA’s)

1. Effectively establishes and manages relationships with the MSA Presidents and MSA Executive.
2. Provides administrative support to the individual MSA Presidents and MSA Executive. 
3. Provides oversight and guidance to the Administrative Assistant, Medical Staff Associations (MSAs), and supports the work as needed.

 Other 

1. Provides backup support to the Executive Assistant to the Board of Directors and the Executive Assistant to the Executive Office and assists with special projects as needed.
2. Performs other related duties as assigned by the Executive Director, Strategic & Corporate Services.

Travel Required: n/a

Education

• A University degree and/or college diploma with a minimum of seven years of experience in a senior administrative role, supporting senior leadership OR an equivalent combination of experience and education.
• Experience in health care and/or member association is considered an asset.

Other Information

• For more information please visit our website: https://www.sma.sk.ca/?page_id=675https://www.sma.sk.ca/?page_id=675