Executive Administrative Assistant

Position Type:

If you’re looking for a fulfilling career that can make a real difference in your life, and the lives of others, you’ve come to the right place.

As a national health solutions partner, we put people first in everything we do - and that begins with our team of 8,000+ professionals who bring a cross-section of diverse life experiences and career expertise to Medavie. By collaborating and innovating together, our employees are creating industry-leading solutions in insurance, primary care and emergency medical services that impact millions of lives in Canada each year.

Our mission is to improve the wellbeing of Canadians so that every life can be lived to the fullest - and it’s reflected in our award-winning culture. We celebrate individuality and value the diverse perspectives and skills our employees contribute. We go beyond providing competitive pay and comprehensive benefits to offer opportunities for personal and professional growth, flexible work options, meaningful experiences, and supportive leadership. Medavie is where employees can be their best selves, feel they belong, and achieve their full potential. Be part of it by applying for a position with us today.

The Executive Administrative Assistant provides confidential administrative support to the VP IT team and her leadership team. They act as a link between the executive and other parties, provides full administrative support to the executive team and is responsible for maintaining the executives’ office records.

Responsibilities:

• Provide administrative support by managing the logistics of the VP IT calendars and schedule, organize meetings, make travel arrangements; follow up on issues, tasks and assignments; consolidate and prepare documents and presentation materials and screen/respond to incoming routine correspondence, inquiries and phone calls.

• Organize and manage virtual meetings (Webex), run polls as required, follow-up on action items, keep the IT team’s SharePoint updated

• Support the operation of the IT team and coordination of Board and steering committees’ meetings by providing assistance with the preparation and distribution of documentation and organization of meetings.

• Manage strategic, confidential, and sensitive materials.

• Review and approve standard departmental expenditures, maintain accounting records, and produce expense reports.

• Assist with planning and organization of regular offsite business meetings and client events, including arrangements with offsite facilities.

Requirements:

• College diploma program for executive administrative assistant, business administration or equivalent

• Minimum of 3 to 5 years of relevant experience in a senior administrative role. (Previous work experience in Finance/IT would be considered an asset)

• Due to our contractual obligations, the incumbent must be a Canadian citizen and receive enhanced reliability security clearance.

• In-depth knowledge of MS Office products (including MS Word, Excel, PowerPoint, Webex Teams, Webex , SharePoint).

• Digitally savvy and quick to learn new online solutions for tracking time, projects, actions

• Communicates clearly and confidently, verbally and in writing, to a variety of audiences and demonstrates the ability to tailor information and delivery to suit the nature of the material, audience, and situation.

• Enjoys working hard; is action oriented and full of energy for the things he/she sees as challenging; is dedicated to meeting the expectations and requirements of internal and external customers and relates well to all kinds of people.

• Organizes work and info in a well thought out manner to deliver on specific tasks and milestones to meet deadlines; can quickly sense roadblocks in accomplishing a goal and what it will take to eliminate these roadblocks while creating focus.

• Possesses the ability to demonstrate a standard of excellence, enjoys challenges and is results driven.

• Is highly motivated and demonstrates the ability to use his/her own initiative.

• English is requirement / Bilingual - English & French considered an asset

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We believe our employees should reflect the communities we serve and welcome applications from candidates of all backgrounds. To provide the best experience possible, we will support you with accommodations or adjustments at any stage of the recruitment process. Simply inform our Recruitment team of your needs. We are committed to making sure recruitment, retention, advancement, and compensation are fair and accessible while following all relevant human rights and privacy laws. We appreciate everyone who has shown interest in this position. Only those selected for an interview will be contacted.

If you experience any technical issues throughout the application process, please email: Medavie.Recruitment@medavie.ca.