Executive Assistant

Position #: 076036

Union: Out of Scope

Bargaining Unit: OOS - Mont St Joseph Home Inc T&C

City/Town: Prince Albert

Facility: Mont St. Joseph Home

Department: MSJ ADMINISTRATION

Job: Executive Assistant

Type: Full-time regular

Expected Start Date: November 03, 2025

FTE: 1

Shift Information: 7.50 hours per day, 37.50 hours per week

Hours of Work: Monday - Friday, 8:00 am to 4:00 pm

Salary: $42,806 - $55,648 Range, Pay Band 1aa (Under Review)

Job Description: 

The Executive Assistant is accountable for a high level of administrative competency in the preparation the accounts receivable cycle and use of the accounting software, as well as, ensuring the Board(s) for the Home and Foundation is prepared to fulfill their role. 

The incumbent is expected to perform their duties with limited supervision and to exercise personal initiative and discretion in handling administrative duties within established guidelines.  A high degree of competence and efficiency is required as well as the ability to work closely and in a confidential nature with the Board(s) of Directors and the Leadership team. The incumbent attends and participates in all Board, management and leadership meetings. The incumbent also provides administrative support to the Leadership team and helps support our Information Technology Technician with various functions related to our computer system. 

The Executive Assistant is a front-line communications and public relations representative of the Home. They will direct or reply to all communications that come through the main office as directed by the CEO and COO. The incumbent sorts, reads, distributes and redirects all incoming mail delivered to the Home.  This calls for the utmost of confidentiality and an intimate working knowledge of all departments and personnel.

SPECIFIC ACCOUNTABILITIES:

• Confidentiality is one of the prime responsibilities of the incumbent as daily work includes involvement with the Board of Directors, management and labour relations issues, staff personnel files and payroll.  In the course of their duties, they will come in contact with the budget, policy making, employee salary information, union related concerns/grievances, disciplinary actions, payroll information such as payroll garnishees etc. One of the prime responsibilities of the incumbent as daily work includes involvement with management and staff personnel files.  In the course of the Assistant’s duties, they will come in contact with the financial information of Residents and correspondence from the Chief Operating Officer and CEO.

• Function as the Executive Assistant and resource for the CEO of the Home.

• The incumbent must execute a diversity of administrative functions, most of a confidential nature, in an accurate and timely fashion.

• Ensure efficient information management by establishing and maintaining an accurate and functional information system, manage the organization’s electronic file system and ensure office procedures result in positive workflow.

• Promote good public and internal relations that support the Vision of the Home.

• Must be knowledgeable and apply the rules and regulations of HIPPA and be able to perform their duties within those guidelines.

• Implement strategies to ensure the financial affairs of the organization are organized by ensuring appropriate processes and systems are in place.

• Participates in the creation of financial statements and related records utilized by the Leadership and governance teams to monitor the financial affairs of these organizations.

• Participates in the year-end audit process and communicates directly with the organizations’ audit team. 

• Maintains effective processes that support the day-to-day business needs of the organization, its staff and Residents by keeping current with evolving needs and ensuring that change and improvements are enacted accordingly.

• Participates and direct personnel, contractors and allied agencies immediately and indirectly involved in the provision of financial, information technology and business services by providing appropriate direction and information for them to contribute effectively to our needs.

• Participants in the ordering of the Home’s supplies, monitors usage and ensures that supply costs are reconciled to the financial system of the Home.

• Contribute to the leadership and strategic planning teams and processes of this organization by having a clear understanding of the Vision, Mission and values of this organization and promoting them accordingly.

• In the absence of the Finance Coordinator the incumbent must assume, but will not be limited to, the following:

• participate in financial processes to support the Director of Finance and Business Services in the AR/AP cycle. 

• Participates as support to the Director of Foundation Development.

• Participates in admission meetings, updates admission binders, prepares documentation and enters the information in the various systems. 

• Participates in the on-boarding process by tracking new hires documentation.

• All other duties as assigned.

Experience:

• 2 years minimum administrative experience.

Education & Skill Requirement: 

• A two year Administrative or Office Diploma program that includes basic accounting, comprehensive computer, communication and public relations training. OR equivalent education and/or experience will be considered. 

• Demonstrated competency with computer programs, with excellent verbal & written skills.

• Knowledge of legislation and applicable laws

• Knowledge of the healthcare system in Saskatchewan

• Has demonstrated ability to coach and develop others.

• Has demonstrated strong interpersonal and communication skills.

• Has demonstrated strong critical thinking, financial and analytical skills.

• Basic knowledge of not-for-profit boards.

• Promotes innovation, guides change and is committed to continuous improvement.

• Is committed to delivering on Resident and family centered care.

• Is committed to quality, safety and continuous improvement striving towards zero harm.

• Must be or be willing to become an Eden Associate.

• Maintain CPR/FIRST AID, WHMIS, OH & S, TLR certification and other required courses deemed necessary or advantageous to the organization and position.

Working Conditions:

PHYSICAL EFFORT - Daily walking through the facility, “Daily Visual Management” Little requirement for physical exertion.  Some lifting and transporting will be necessary. Will work with computers, audio/visual equipment.

PHYSICAL ENVIRONMENT - There is some risk of exposure to disease or illness.

SENSORY ATTENTION - This position requires good hearing and vision with respect to employee issues. Attention to detail is important. Good judgment and observation skills are important. Ability to work with many distractions is important. Must have the ability to be attentive to long term goals while responding to daily issues.

MENTAL STRESS - The work in this position tends to be varied and non-routine. The incumbent accomplishes objectives primarily through motivating and supporting staff to provide resident directed care, which can cause stress. The Executive Assistant is often involved in conflict situations and managing crisis with residents, families and staff. Relationships with residents and families are long term, which requires resolution of conflict for continued harmony. The incumbent also experiences death and losses as a frequent experience and must cope personally and professionally.

PROVINCIAL OOS TERMS AND CONDITIONS OF EMPLOYMENT - Mont St. Joseph Home and Mont St. Joseph Foundation follow the Provincial OOS T&C of employment as well as other conditions of employment that may be spelled out by the Board.

Licenses: 

Valid Driver’s License is required. 

Languages: 

English

Other Information: 

• For more information on the city of Prince Albert please visit https://www.citypa.ca

   

Hiring Manager: 

Allison Hull, Director of Finance and Business Services