Negotiable Area Executive Assistant (N-B) PCN 1751045

Horizon Health Network is an equal opportunity employer.
COMPETITION #:2021-57068 External
BARGAINING UNIT:Non-Bargaining
ZONE:Corporate
DEPARTMENT:Corporate VP Clinical
FACILITY:Negotiable
POSTING TYPE:Permanent Full Time
JOB TITLE:Executive Assistant
CLASSIFICATION:Non-Bargaining
LANGUAGE:English Essential
HOURS OF WORK:Day, Subject to change due to operational requirements
SALARY:$42,016 to $58,630 per year (Pay Band 2) (Based on 37.5 hours per week)
JOB PURPOSE:
Reporting directly to the Vice President, Clinical Services, as our ideal candidate you have a keen eye for details, the ability to organize and manage multiple projects concurrently while also managing your own time and the time of others. You are energetic, motivated and comfortable communicating regularly via email, telephone and in person. This position involves the handling of confidential and/or sensitive information, materials and situations. Our successful candidate is highly driven and prides themselves on their proven track record to provide the senior level administrative support to our leadership team.
QUALIFICATIONS:

• Advanced proficiency level in Microsoft Office 2010 applications including Outlook, Word, Excel, PowerPoint, and Visio.
• Demonstrated exceptional organizational and analytical skills
• Demonstrated skill in developing communications - written and visual, both content and format
• Ability and confidence to address/manage multiple priorities in a timely manner.
• Prepare minutes, reports, submissions and summary briefs for various audiences, as required
• Ability to maintain HR presence on internal website
• Represent Horizon and HR leadership team with professionalism and decorum
• Organize and maintain filing systems, electronic and paper
• Minimum of five years’ experience in a senior administrative position
• Demonstrated high level of competence in composition with excellent grammar and punctuation skills
• Demonstrated ability and willingness to learn new skills and computer applications
• Demonstrated ability to identify inefficiencies, provide and implement solutions
• Demonstrated strong initiative and ability to work independently
• Demonstrated regard for confidential information
• Demonstrated diplomacy, tact, and good judgement
• Exceptional interpersonal skills with demonstrated ability to interact effectively
• Successful completion of high school supplemented by secretarial and office technology courses
• Proven excellent work and attendance record
• Ability to attend work on a regular basis.
• Ability to perform the duties of the position.
• Good work record
• Written and spoken competence in English is required

KEY RESPONSIBILITIES:
Provide executive support to the Vice President, Clinical Services

• Prepare and distribute meeting materials, set up venue, document minutes, and follow-up on action items from HR Leadership team and other team meetings.
• Ensure follow-up to committee action plans and develop process to ensure appropriate timelines are maintained.
• Prioritize and organize appointments for the Chief Human Resource Officer with external and internal stakeholders, business community, foundations, auxiliaries, and staff.
• Maintain an effective filing system.

Handle correspondence

• Draft response to correspondence as required.
• Assist in the preparation and/or development of reports and presentations such as project report; month-end and annual reports, budget variance reports.
• Proof-read and edit reports.
• Coordinate and track all correspondence.
• Manage restricted and confidential documents and data.

Respond to inquiries using initiative and judgement

• Respond to incoming calls, identifying urgent matters and important inquiries and redirecting them for appropriate action.
• Provide appropriate advice and/or screening/referral to callers.
• Gather, process, and distribute highly confidential information.

Manage logistics

• Complete travel arrangements including booking of travel and accommodations, assuring coordination of appointments and schedules within the travel plan.
• Complete expense submissions.

Act as an information resource by:

• Dealing with confidential issues in an efficient and professional manner.
• Applying knowledge of corporate organization/policies.
• Ensuring dissemination and coordination of information, both internally and externally.
• Developing and maintaining effective working relationships

COMPETENCIES:

• Strong work ethic including willingness to accept new duties as may be assigned.
• Ability to work as a team member, and to work independently with minimal direct supervision.

PLEASE NOTE As of Sept 7, 2021: Any candidate not currently employed in the New Brunswick Public Service will need to provide proof of full vaccination against COVID-19 (or a valid medical certificate exempting them from the vaccine) in order to receive a job offer.
Applications for this position must be submitted on-line by January 9, 2022.
NOTE:There will be no further postings for this position should there be no fully qualified applicants. If you wish to be considered for this position and have most of the qualifications as posted and the registration or licensure where required, you are encouraged to apply at this time.
Should testing be required to demonstrate language proficiency, the official results will be shared with the candidate, Human Resources and the requesting manager electronically and will be placed on the personnel file for Horizon hiring purposes.
Please quote Competition # 2021-56068-External. Horizon Health Network appreciates expressed interest, however, only candidates considered for an interview will be contacted. Human Resources Department, Horizon Health Network.