Administrative Assistant

The Administrative Assistant provides senior administrative and secretarial support to the Executive Director level of the Medical Affairs Division. This position is responsible to ensure the efficient and effective operation of the administrative functions of the Executive Director level position as well as to the Director of Strategic Initiatives and Priorities. This position establishes and maintains positive working relations both internally and externally and is routinely responsible for managing and protecting highly sensitive information.

• Screen and review incoming mail including correspondence, reports and other literature and scan for pertinent dates and other relevant information of potential interest to the ED, Directors and/or other staff
• Prepare/format and handle correspondence, reports, memoranda, letters and other documentation on a variety of subjects including confidential topics which may be derived from several other areas such as Premier/Minister/Deputy Minister/CEO’s office or other government agencies, general public, NGOs, physicians, other Health PEI departments, including prepared copy and/or email for the ED, Director and/or other staff
• Assist the ED and Director with personal time management by scheduling appointments according to priorities and the Executive Director’s schedule; protect identified time for office duties and reschedule commitments when conflicts arise.
• Manage calendars for all meetings of the Executive Director and Director
• Assist the ED and Director with scheduling meetings and appointments, protecting identified times for office duties, coordinating travel arrangements and preparation of travel claims
• In the ED and Director’s absence, ensure that matters requiring attention are referred to the delegated authority and/or handled in such a manner as to minimize the impact of their absence.
• Coordinate all aspects of the Executive Director’s meetings, including reserving venues (meeting rooms), compiling necessary materials, preparing agendas and background material prior to meetings
• Act as the first point of contact and resource for the Executive Director by screening, prioritizing, redirecting, and resolving inquiries, conflicts, or issues as they arise. Escalate issues as appropriate to the ED
• Reply to written and telephone inquiries which may include composing routine or more substantive correspondence; giving information and explanation of the organization’s operations; searching files and records to obtain information; a deferring inquiry requiring in-depth subject matter knowledge to appropriate staff; and follow-up on completion
• Ensure that matters requiring attention, in the absence of the ED, are referred to the delegated authority and/or handled in a matter that is appropriate and as to minimize the ED’s absence.
• Is knowledgeable about the programs and services within the Division to handle highly sensitive and confidential matters as part of daily administrative duties.
• Review and edit, as required, outgoing correspondence to ensure relevant material is attached, and coordinate input from various staff to ensure timely response.
• Ensure ED and Director are prepared for meetings by printing and organizing materials in advance.
• Coordinate effective flow of communication and information sharing within the division and other departments and stakeholders.
• Coordinate and populate the Medical Affairs Office monthly newsletter(s).
• Work effectively in a fast-paced environment with attention to detail and appropriate follow through.
• Ensure that matters requiring attention are referred to the delegated authority and/or handled in such a manner as to minimize the effect of ED’s absences.
• Receive and appropriately direct internal and external written and verbal inquiries and demonstrate and communicate an understanding of the program area for the division and Health PEI.
• Ensure proper storage of hard copy administrative files and electronic files to permit effective retrieval of information as needed, following the Records Information Management (RIM) guidelines.
• Develop and maintain directories of frequently contacted individuals and agencies and ensure emails…