Executive Assistant

Job Description

Position Type: Temporary - Temporaire Closing date: 2024-01-16 Emergency Medical Care Inc. (EMC) is a wholly owned subsidiary of Medavie Health Services (MHS) that manages and operates ground ambulance, air medical transport and the medical communications operations in Nova Scotia through a performance-based contract with the provincial government's Emergency Health Services (EHS) Operations division and the Department of Health and Wellness. As well, EMC operates TeleHealth/811 medical communications for Nova Scotia and Prince Edward Island for the Department of Health. We access all communities in Nova Scotia in a timely and efficient manner with our fleet of more than 180 ambulances and support vehicles operating out of 60+ stations. We respond to 165,000+ calls annually across the province, which are actively managed through the EHS Operations Medical Communications Centre, the hub of all emergency (911) and non-emergency (hospital transfers) medical calls. The EHS Operations LifeFlight program provides even greater accessibility by responding to patients on scene or through inter-facility transports by our critical care team via helicopter, fixed wing, or ground ambulance. In addition, paramedics in Nova Scotia participate in various programs both urban and rural such as community-based paramedic programs, collaborative emergency centres, and emergency preparedness and special operations, to name a few. There are lots of opportunities waiting for you in Nova Scotia. Apply now to learn more about our service and available positions. Reporting to the Chief Operating Officer or an Executive Director, this position is essential to assist the efficient and effective management of the Executive Office to ensure inquiries and general administrative issues are dealt with in a timely and appropriate manner. As a key point of contact for internal colleagues and external stakeholders, the Executive Assistant must be approachable, friendly, well-organized and professional. The incumbent is responsible for providing administrative and support services to the Chief Operating Officer or Executive Director and the Executive Office. As an employee of EMC, we are accountable to our patients and coworkers by participating in and supporting all safety related initiatives, as well as acting in a manner that fosters a culture that focuses on patient safety and a safe workplace. Duties and Responsibilities: The position entails, but is not limited to the following: Demonstrates excellent organizational and time management skills to prioritize workload in order to meet deadlines. Works closely and supports the Executive Leadership Team Proficient in the preparation and editing of various types of correspondence including those of a confidential nature, professional presentations and other documents. Demonstrates proficiency in use of computer software programs Coordinates appointments, meetings and presentations as required, for Chief Operating Officer or Executive Director Administers key meetings as assigned, including inter-organizational committees and meetings. This includes tracking attendance, actions, Terms of Reference and detailed minute-taking Exhibits excellent communications skills as first point of contact of the Chief Operating Officer or Executive Director to other senior staff, business partners and associates, and other EMC employees Serves as an internal key point of contact for staff for office and divisional functioning and administration. Works in collaboration with Medavie & Medavie Health Services administrative assistants Organizes and coordinates business travel arrangements as required Prepares monthly expense reports and Visa reconciliation Administers portfolio assignments, as required. This may include coordinating and administering reporting, file management, tracking data or information or other Works collaboratively with other administrative and others at EMC to ensure consistent practices and to provide support across divisions Maintain confidentiality and protect the privacy of all matters as required Other duties as assigned Education & Experience: Minimum Grade 12 and one-year business college course and five years related experience or equivalent combination of education and experience. Require extensive knowledge of the policies, structure and functions of internal administrative systems and practices applicable to private industry. Require superior diplomacy and interpersonal skills in dealing with difficult situations. Require proficiency in Microsoft office including Word, Excel, Access, PowerPoint and Outlook, etc. Prior experience working with databases and knowledge of medical terminology is an asset. Knowledge & Skills: Superior diplomacy in professionalism and interpersonal skills and awareness. Friendly, polite and clear communication style is critical in this role. Understanding of privacy and confidentiality of business, employee, patient and other sensitive information. Trustworthy and diligent in practices with handling records and information Excellent customer service ability Self starter that can work independently, but also be a strong team player Highly organized with strong time management skills and proven ability to prioritize Knowledge of medical terminology an asset Ability to solve problems, meet deadlines and multi-task Demonstrate excellent organizational and time management skills to adequately prioritize workload. Ability to work well under pressure, often under strict time deadlines. The incumbent must demonstrate self-direction, good judgment and decision making skills to prioritize incoming work, composing correspondence, and dealing with other employees and the public. Demonstrate effective listening skills and the ability to follow instructions. Some independent judgment and initiative required in the follow-up for special assignments, programs and issues if requested. Efficiency in maintaining an office routine under limited supervision. Exercises good judgment and decision-making skills. Exhibits ability to act on own initiative in the absence of and/or on behalf of the Chief Operating Officer or Executive Director Physical Requirements: The employee will be required to maintain one position for possible long periods of time, such as sitting at meetings, or at a desk setting. Employee will be reading data or inputting data, report writing, operating a computer, calculator, and talking on the telephone. Use and exposure to general office equipment such as fax, photocopier, printer, and personal computer. Exposure to low to moderate noise levels. Emergency Medical Care falls under the Nova Scotia provincial protocol for mandatory COVID-19 Vaccination. In accordance with this mandate, subject to any approved accommodation, all new employees hired or existing employees (applying for new positions), will be required to be fully vaccinated against COVID-19. For clarity, “fully vaccinated” means 14 days or more after receiving the number of doses or combination of doses of a vaccine approved by Health Canada or local public health agencies in the jurisdiction in which they will be employed. Our goal is to be a diverse workforce that is representative of the citizens we serve. We are committed to building an inclusive team that represents a variety of backgrounds, cultures, races, perspectives and skills. We encourage applications from all qualified candidates including women, persons of any sexual orientations and gender identities and/or expressions, Indigenous persons, African Canadians, other racialized groups, persons with disabilities. Candidates who identify as being from any of these groups are encouraged to voluntarily self-identify.