Executive Administrative Assistant Jobs

For over 75 years, Medavie Blue Cross has been a leading health and wellness partner for individuals, employers and governments across Canada. As a not-for-profit organization, we proudly invest in communities to help address some of Canada’s most pressing health care challenges. We are one of Canada's Most Admired Corporate Cultures, one of Canada’s Top 100 Employers, Canada’s Life & Health Insurer of the Year for 2021 and an Imagine Canada Caring Company.

Our 2,400 professionals work across six provinces, united by our shared values of being caring, accountable, responsible, innovative and community-minded. We’re committed to ensuring our employees thrive in our award-winning, collaborative culture focused on ensuring health, wellness, and personal and professional growth through a variety of programs and support across our organization.

Together with Medavie Health Services, we are part of Medavie — a national health solutions partner with over 7,700 employees. Our mission is to improve the wellbeing of Canadians.

The Executive Administrative Assistant provides confidential administrative support to the VP IT team and her leadership team. He/she acts 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:

• Assist with planning and organization of regular offsite business meetings and client events, including arrangements with offsite facilities.
• Manage strategic, confidential, and sensitive materials.
• Review and approve standard departmental expenditures, maintain accounting records, and produce expense reports.
• 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.
• 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.
• Organize and manage virtual meetings (Webex), run polls as required, follow-up on action items, keep the IT team’s SharePoint updated

Requirements:

• Digitally savvy and quick to learn new online solutions for tracking time, projects, actions
• Possesses the ability to demonstrate a standard of excellence, enjoys challenges and is results driven.
• 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.
• English is requirement / Bilingual – English & French considered an asset
• In-depth knowledge of MS Office products (including MS Word, Excel, PowerPoint, Webex Teams, Webex , SharePoint).
• Is highly motivated and demonstrates the ability to use his/her own initiative.
• 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.
• 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.
• College secretarial diploma or equivalent

We are an Equal Opportunity Employer.

Medavie Blue Cross strives to foster a culture where everyone is enabled to achieve their full potential - a culture of diversity, equity and inclusion (DEI) where we live our values every day in the way we treat each other, our members and the communities we serve. Accessibility is a top priority.

For applicants with disabilities, we provide accommodations throughout the recruitment, selection and/or assessment process. If selected to participate in the recruitment, selection and/or assessment process, please inform Medavie Blue Cross Human Resources staff of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation. All personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act.

We would like to thank all candidates for expressing interest. Please note only those selected for interviews will be contacted.

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