Executive Assistant to VP Chief Corporate Programs and CFO

Req ID: 198568

Department/Program: Corporate Programs and CFO, Executive Offices

Location: Halifax

Type of Employment: Permanent Hourly FT (100% FTE) x 1 position

Start Date: 03/30/2025

Union Status: Non-union, Management

Compensation: $26.9196 - $33.6494 /hour

Closing Date: March 19, 2025 (Applications are accepted until 23:59 Atlantic Time)

IWK Health is a respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million children, youth, adults and families each year across the Atlantic region. We have a team of approximately 4000 employees, physicians, volunteers and learners at sites across Nova Scotia. People build careers with IWK Health with our focus on training and mentorship opportunities. We recognize each other’s talent and celebrate our successes.

Promoting an anti-racist environment is important to us. We are located in Mi’kma’ki, the unceded and ancestral territory of the Mi’kmaq people. We welcome all interested persons who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, 2SLGBTQIA+ to apply to support our goal for our workforce to be representative of the patients, families, and communities that we care for at all job levels.

The Opportunity

Reporting directly to the Chief Financial Officer (CFO), the Executive Assistant performs highly complex, confidential, and analytical assignments. The Executive Assistant has a level of independence, initiative, and accountability required to perform essential tasks. This role has an exceptionally strong command of all administrative matters associated with the CFO’s office. The Executive Assistant is a highly resourceful team player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient.

Responsibilities:

Planning and Organization

• Develops and maintains process for issues management. Keeps CFO appraised of events/information that affect workflow and service delivery.
• Proofreads and edits material submitted for the executive’s signature and use.
• Reviews, plans, and organizes the CFO’s schedule, answers phones, arranges travel, prepares expense reports, and performs other administrative duties as requested.
• Reviews incoming correspondence, gathering additional information as appropriate, and ensuring efficient and accurate document control and flow.
• Drafts, edits, and proofreads routine and complex correspondence, meeting materials, and PowerPoint presentations.
• Assists in the preparation of the annual office budget for the executive’s approval.
• Coordinates human resource activities within areas of responsibility.

Communication / Liaison

• Serves as initial contact/resource person for the Office of the CFO often requiring the use of independent judgment and discretion in the release of information.
• Responds to inquiries, determines urgency of requests, and resolves client issues.
• Acts as liaison between CFO, other members of the executive management team, direct reports and all other internal or external stakeholders.
• Builds internal and external collaborative relationships to develop, maintain and strengthen partnerships.

Coordination / Facilitation

• Schedule and prioritize the CFO’s calendar, assess what matters may be referred to others, and gather background materials as required.
• Initiate a wide variety of meetings and events, prepare accompanying documentation, attend meetings as necessary, prepare and circulate minutes, and organize all meeting logistics.
• Track and coordinate various issues, initiatives and projects within the CFO portfolio.
• Establish and maintain a variety of information systems, including document filing and data collection systems.

Hours of Work: Monday-Friday; 75 hours bi-weekly

Your Qualifications

• Undergraduate degree or recognized office administration/business program and/or a combination of education, training and progressively responsible experience.
• Minimum five (5) years of experience supporting senior management with high level computer proficiency and strong project management skills.
• Strong knowledge and experience using MS Word, MS Excel, MS PowerPoint, SharePoint, MS Outlook is required.
• Excellent writing, communication, interpersonal, and problem-solving skills required.
• Demonstrate exemplary customer service skills.
• Is routinely privy to highly confidential information; confidentiality must be maintained at all times.

Thank you for your interest in IWK Health. Please note that we only contact applicants selected for interview/testing.