Executive Office Assistant

Job Description: Executive Office Assistant

Schedule: Monday - Friday 8:00-4:30 pm

The MacEwan University Health Centre is a new state-of-the-art primary care clinic, located in downtown Edmonton, focused on the Patient-Centered Medical Home model which provides patient-centered, comprehensive, coordinated, and accessible care based on the patient’s needs. MUHC’s unique academic teaching, medical home model of health care provides a friendly, supportive, caring and learning environment. Along with supporting work-life balance and a positive team environment, we empower our staff to enhance their skills, to foster growth and development with educational opportunities.

Reporting to the Clinic Manager, the Executive Office Assistant will provide comprehensive administrative support to our Management team. The ideal candidate will excel in managing schedules, facilitating communication, and ensuring smooth operations within the office environment, with additional responsibilities in support of Accounting, HR and Payroll.

Duties and Responsibilities

• Manage schedules, including organizing meetings and handling correspondence efficiently.
• Maintain an organized calendar, prioritizing appointments and commitments.
• Serve as a liaison between executives and internal/external stakeholders, ensuring clear and effective communication.
• Prepare and distribute internal and external communications as necessary.
• Prepare reports, presentations, and other documents with attention to detail.
• Maintain an organized filing system for easy retrieval of information.
• Assist in planning and executing projects by tracking deadlines and following up on deliverables.
• Support project teams in administrative tasks as needed.
• Organize travel itineraries, bookings, and accommodations for Management and Centre Director.
• Ensure all travel logistics are handled efficiently and in a cost-effective manner.
• Schedule and prepare for meetings, including creating agendas and taking minutes.
• Ensure all necessary materials are prepared and available for attendees.
• Handle sensitive information with discretion and maintain strict confidentiality.
• Ensure that confidential documents and communications are secured appropriately.
• Conduct research and gather information to support decision-making processes.
• Present findings in a clear and concise manner.
• Oversee office supplies and equipment maintenance, ensuring a productive work environment.
• Run errands as needed (e.g., office supply purchases, meeting preparations, refreshments).
• Address issues as they arise, providing timely solutions to facilitate operations.
• Anticipate potential challenges and proactively offer solutions.

Qualifications

• Completion of accredited office admin or relevant education preferred.
• Minimum 2 years’ experience.
• Proven experience as an executive assistant or in a similar role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to handle confidential information with integrity.
• Strong problem-solving skills and a proactive mindset.

We provide competitive compensation, professional development, and a full benefits package:

• Medical/Dental/Vision
• Maternity Leave
• Parental Leave
• Paid Holidays
• Vacation/Paid Sick Leave
• RRSP

Applicants in consideration will be required to adhere to a criminal record search. We thank you for your interest, however, only qualified applicants will be contacted. Out-of-province/country applications will not be considered.

PLEASE NOTE:

All employees are required to be fully vaccinated against COVID-19 or have an approved accommodation.