SPD Office - Executive Administrative Assistant

The Executive Administrative Assistant is a key senior administrative support role in the Office of the Senior Provincial Director - Health Information Management working closely with the Executive Associate and Executive Administrative Support in supporting services to build the strength and effectiveness of the Office of the Senior Provincial Director (SPD) and Health Information Management. This individual must be organized, up-to-date, and operationally disciplined. This position is responsible for managing the day-to-day activities of the SPD by maintaining a complex schedule, coordinate on and offsite meetings, travel planning for the SPD and Executive Associate (if required), meeting preparation, provincial event coordination, coordinating and managing multiple provincial senior level committees with professionalism, monitoring, tracking, and negotiating timelines and responding directly to day-to-day inquiries on behalf of the Senior Provincial Director. This individual must consistently exercise discipline and professionalism with respect to the confidentiality of information as they are privy to sensitive and highly confidential department and/or organizational initiatives.

This individual will also be responsible for providing additional support, in the absence of the Executive Associate or Executive Administrative Support in the office of the SPD - Health Information Management. Detailed understanding of Health Information Management with expert knowledge of the complexities of working relationships within HIM and across departments in AHS is critical. A strong ability to initiate and maintain effective relationships with internal and external stakeholders is required. This individual must facilitate the coordination of efforts from each zone or provincial functional area within HIM where independent judgement, tact, creativity, and initiative are required. They will work collaboratively with the HIM Executive Director and Directors, as well as the administrative assistants that support them, to ensure a successful administrative service delivery. This position will provide training, coaching, and mentoring to the other administrative support staff within HIM. The individual must have demonstrated leadership, problem solving, critical thinking, change management, and training and mentoring skills to support these activities.

Certificate from an approved secretarial/administrative professional post-secondary program. Completion of formal training with Microsoft Office Suite, including but not limited to: Word, Excel, PowerPoint, Outlook (email and calendar), MS Teams and OneNote. Secretarial/Administrative Professional with office management experience in the past 7 years with a minimum of 4 years experience in a senior administrative professional role. Excellent written and verbal communication skills; must be able to communicate on the fly with confidence and timeliness utilizing multiple forms of communication with multiple areas within Alberta Health Services. Strong interpersonal and communication skills with the ability to work in a collaborative manner with diverse groups of individuals. Demonstrated intermediate skills with Microsoft Office Suite including MS Outlook and MS Teams, as well as Adobe Acrobat.

Ability to seek out information/answers with minimal direction or guidance. Experience working successfully in a virtual team environment. Experience in managing time constrained schedules with Senior Leaders. Strong attention to detail with superior editing and proofreading skills. Experience with committee coordination, event planning and associated administrative functions. Advanced knowledge and use of electronic tools for communication - specifically Outlook email and calendar, and MS Teams. Demonstrated ability to work with tight timeframes, deal appropriately with confidential information, deal with constant interruptions, and multitask in a fast-paced environment. Ability to negotiate independently for positive outcomes. Proven success shown in effectively working independently and within a team environment. Strong service orientation, respectful and polite with a sense of humour. An interest in mentoring other administrative staff and demonstrated effective leadership skills to guide the administrative support team.

Considerable working knowledge of Health Information Management systems and processes. Considerable working knowledge of Alberta Health Services systems and processes. Considerable working knowledge of applicable legislation, policies, and processes.