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Executive Assistant to COO

Requisition ID: 362661  

Position Number: 20019566

Posting End Date: July 16, 2024

City: Winnipeg

Employer: Shared Health 

Site: Health Sciences Centre - Health Sciences Centre  

Department / Unit: SH - Health Sciences Centre  

Job Stream: Non-Clinical  

Union: Non Union 

Anticipated Start Date: 08/06/2024  

FTE: 1.00  

Anticipated Shift: Days 

Work Arrangement: In Person

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

Under the general direction of the Chief Operating Officer, HSC and Vice-President & Chief Medical Officer, WRHA, the incumbent is responsible for:

  • Providing comprehensive confidential administrative and secretarial support to the Chief Operating Officer, HSC and Vice-President & Chief Medical Officer, WRHA.
  • Overseeing the day-to-day provision of office administration for the Chief Operating Officer, HSC and Vice-President & Chief Medical Officer, WRHA.
  • Supervising the support staff in the reception area of the Corporate Office, HSC.
  • Liaising with, and maintaining a close working relationship with those who directly report to the Chief Operating Officer, HSC and Vice-President & Chief Medical Officer, WRHA.
  • Liaising and communicating effectively with all levels of staff, government, media and the public.
  • Providing administrative support for specified corporate activities and providing back-up coverage for other Executive Assistants within the Corporate Office.  

Experience

  • Minimum 5-7 years previous experience in a senior secretarial/administrative support position required. 
  • Experience in a large hospital organization desirable. 
  • Experience writing and implementing office procedures in a collaborative, consultative work environment necessary. 
  • Experience with email and computerized calendars. 
  • Experience organizing and coordinating office practices and activities desirable. 
  • A minimum of two years supervisory experience required. 
  • Experience recording and preparing minutes and agendas. 

Education (Degree/Diploma/Certificate)

  • Complete high school education, Manitoba standards, required. 
  • Successful completion of a recognized Administrative Assistant or Secretarial training program required. 
  • Additional courses in Business Administration/Human Resource Management required.

Certification/Licensure/Registration

Not Applicable

Qualifications and Skills

  • Preference will be given to those applicants competent in an Indigenous language and/or knowledge in Indigenous customs, traditions and values.
  • Typing 60-80 wpm. 
  • Demonstrated proficiency in the use of Microsoft Office (Word, Excel, Access, PowerPoint and Outlook). 
  • Independent decision-making and judgment required. 
  • Knowledge of the Internet required. 
  • Basic accounting skills required for the interpretation of financial reports.
  • Ability to set up spreadsheets and databases required. 
  • Must be well organized and able to establish priorities to meet deadlines and adjust priorities to reflect changing requirements. 
  • Ability to work independently and communicate effectively with all levels of staff, government, media and the public. 
  • Demonstrated problem-solving skills. 
  • Demonstrated ability to effectively contribute to a team environment. 
  • Ability to maintain a high level of confidentiality.

Physical Requirements

  • Working conditions include expectations for high level functioning in a fast-paced, high volume output environment, managing sensitive and mission critical information.

 

 

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.