Executive Assistant - COO Diagnostics
Requisition ID: 379754
Position Number: 20038840
Posting End Date: April 30, 2025
City: Winnipeg
Employer: Shared Health
Site: Winnipeg Shared Health - Health Sciences Centre
Department / Unit: Diagnostic Services
Job Stream: Non-Clinical
Union: Non Union
Anticipated Start Date: ASAP
FTE: 1.00
Anticipated Shift: Days
Work Arrangement: Hybrid
Daily Hours Worked: 7.50
Annual Base Hours: 1950
Shared Health leads the planning and coordinates the integration of patient- centered clinical and preventive health services across Manitoba. The organization also delivers some province-wide health services and supports centralized administrative and business functions for Manitoba health organizations.
Position Overview
As the senior administrative employee within the portfolio, the Executive Assistant:
- Provides administrative support the Chief Operating Officer (COO) within Diagnostic Services.
- Organizes and prioritizes independently, the secretarial/administrative activities for the COO and ensures that all work is completed within established timeframes.
- Types, formats and proofreads a variety of material including: correspondence, minutes, agendas or rough draft.
- Develops, maintains and updates a variety of databases including creating spreadsheets, data collection and entry, assisting with analysis and organization of information and assisting with the preparation of reports.
- Reviews, evaluates and recommends new office/administrative procedures for the portfolio in the interest of efficiency and quality of service.
- Prepares and maintains policies and procedures for the administrative activities in the portfolio.
Experience
- Five years’ experience in a senior administrative position.
- Experience with e-mail and computerized calendars.
- Experience in scheduling and coordinating meetings.
- Experience with Microsoft Teams.
- Experience recording and preparing minutes and agendas.
- Previous health care experience would be an asset.
- Previous experience with SAP timekeeping and requisitioning would be an asset.
Education (Degree/Diploma/Certificate)
- Completion of a high school or equivalent program of studies; formal training in applied office skills is required.
Certification/Licensure/Registration
Not Applicable
Qualifications and Skills
- Proficiency with computerized systems (Microsoft Word, Access, PowerPoint and Excel, Microsoft Teams) is essential.
- Typing speed 60 wpm.
- Demonstrated ability to organize and prioritize workload.
- Ability to compose correspondence on behalf of senior managers.
- Excellent communication skills, verbally and in writing.
- Ability to prioritize a large workload and independently complete a variety of administrative duties.
- Ability to work in a fast-paced corporate environment and work effectively under pressure to meet deadlines.
- Demonstrated problem-solving skills.
- Demonstrated ability to effectively contribute to a team environment.
- The ability to work independently and to establish and maintain good working relationships with administrative staff, healthcare agencies and all levels of management.
- Ability to maintain a high level of confidentiality.
Physical Requirements
- Required to work for long periods of time at a computer.
We have a unique ability to work together to make health care better. If you want to make a difference and contribute to supporting the health of your family, friends and neighbours, please apply today.
Interested candidates should select the "Apply" icon below to upload their cover letter, resume and copy of licenses/certification.
This position requires a current satisfactory Criminal Records Check (including Vulnerable Sector Search), Child Abuse Registry Check and Adult Abuse Registry Check as conditions of employment. The successful candidate will be responsible for any service charges incurred. A security check is considered current if it was obtained no more than six (6) months prior to the start of employment.
Please note that an employee is not permitted to hold two or more positions in Shared Health that combine to equal more than 1.0 FTE.
Shared Health values and supports employment equity and workplace diversity and encourages all qualified individuals to apply. We thank all applicants but only those selected for an interview will be contacted.
We welcome applications from people with disabilities. Accommodations are available upon request during the assessment and selection process.
