Executive Assistant - Jobs in Calgary, AB

Job Description

Executive Assistant- Competition # 2022-362About UsThe partnership of EFW Radiology owns and operates fourteen community-based clinics providing Diagnostic Imaging, Maternal Fetal Medicine, and Pain Management services.Our Core ValuesCompassion: We treat others with kindness, respect and consciously choose to meet the needs of others.Trust: We are accountable for our actions, follow through on our commitments, and strive for excellence at all times.Meaning: We create meaning in our work by seeing the bigger picture, use our strengths to accomplish work goals and objectives, continuously learn and grow, develop positive relationships with others, and promote a positive work environment.The RoleWe are seeking a regular full-time, Executive Assistant. The Executive Assistant provides critical support to the Managing Partner, undertaking a broad range of executive level administrative responsibilities, carrying out all activities with a high level of discretion, accuracy and professionalism.Key ResponsibilitiesCoordinates the efficient operation of the Office of the MP by:

• Managing the MP appointment schedule and time commitments, including but not limited to receiving appointment requests, meeting/conference invitations, determining the urgency and nature of the requests, resolving time conflicts and notifying all relevant parties. Ensuring that background material is prepared in advance for all meetings highlighting key or significant points for consideration. Arranges travel and accommodation for the MP and CEO as required.
• Coordinating Partnership and Management Committee meetings, as well as other ad hoc or regular meetings arising out of the office of the MP.
  • Creates and distributes meeting agendas, motions, and proxy ballots.
  • Attends meetings for the purpose of taking accurate minutes.
  • Tracks and monitors action items following up on actions to ensure completion.
• Managing the flow of information through the MP Office opening, sorting and distributing correspondence, including email, faxes and mail. Identifies, researches and prepares draft responses for review and signature.
• Overseeing the annual physician credentialing process ensuring that all permits are obtained on an annual basis.
• Building strong collaborative working relationships inside EFW as well as with external stakeholder grounds including Alberta Health Services, University of Calgary, and other EFW partner organizations.
• Working collaboratively with Human Resources on physician recruitment initiatives including advertising, planning recruitment activities, developing service contracts in accordance with approved standards. Ensures that effective onboarding process occurs and all paperwork and permits are in place for new physicians to practice medicine in the Province of Alberta, and within Community and AHS environments.
• Preparing a variety of accurate and well-designed documents including confidential correspondence, memo’s meeting agenda, and reports. As requested, investigates, gathers and compiles information on issues and drafts reports.
• Developing corporate record management systems ensuring that corporate records are available and filed in accordance with generally accepted document management principles.
• Provides support to EFW Executive Team as required.
• Arranges corporate events as required.
• Demonstrates EFW values of Compassion, Trust, and Meaning in the workplace.
• Adheres to all privacy and confidentiality policies and procedures as they relate to EFW, our patients and our employees.
• Undertakes other related duties as assigned.

You have the following

• Post-secondary education including a minimum of five years related experience including three years working at a senior executive assistant level (CEO, COO, Board chair).
• Ability to effectively plan 1-3 months in advance to ensure that issues and opportunities are highlighted and brought to the forefront in a proactive manner. Ability to think proactively to promote the work of EFW.
• Ability to remain calm and manage competing priorities effectively and efficiently. Ability to track items for follow up ensuring that items are categorized and followed through on in a timely manner.
• Ability to work collaboratively and effectively with diverse teams at varying levels inside and external to EFW.
• Ability to compile information from various sources, analyzing information and presenting information in an easy to read manner.
• Ability to work effectively with diverse teams.
• Excellent written and verbal communication skills including the ability to draft and compose letters, and memos. Demonstrated attention to detail in composing, typing and proofreading materials.
• Advanced Microsoft Office skills including Word, Excel and PowerPoint.
• Ability to exercise sound judgement in a variety of circumstances.
• Comfortable working with tight deadlines, turning around work demands in short time spans where demands are changing based on priorities.
• Ability to manage complex and highly confidential information.

Working Conditions

• Incumbent provides support in a busy clinical environment where work demands may require the working of overtime, or scheduling shifts to non-standard business hours.
• Ability to maintain concentration and working in a seated position for extended periods of time.
• Able to perform work or attend meetings at various clinic or hospital locations within Calgary and provide own transportation.
• May be required to travel within Alberta for the purposes of attending meetings.

Please be advised that for the protection of our staff, physicians, patients and guests, EFW Radiology has implemented a policy regarding COVID-19 vaccinations. Successful candidates will be required to submit proof of compliance with this policy prior to commencement of employment. More information on EFW’s COVID-19 vaccination policy will be provided upon request.Why EFWWe strive to deliver healthcare with compassion, earn the trust of referring physicians, and provide careers with meaning.We offer our employees:

• A friendly, professional state of the art working environment
• An opportunity for technologists to perform a wide variety of examinations
• A teaching environment with on-going continuing education through seminars, conferences, and on-line courses
• An opportunity to have a career with meaning and opportunity for growth
• An extraordinary total rewards package that includes an industry leading Shift Premium Program, RRSP matching
• Flexible working arrangements
• Fun employee events including an annual Holiday Party and Family Movie Day
• An opportunity to give back by working with community partners

EFW Radiology is an equal opportunity employer. We are committed to hiring talented, qualified professionals without regard to race, age, gender, or any other protected ground and to providing an environment without discrimination.Every effort is made to provide fair and equal employment and development opportunities and to ensure that our policies regarding hiring, compensation, promotions, and transfers are based solely on skills and capabilities, job requirements, job performance, and other job-related criteria.If you are dedicated to quality patient care and want to join our team of dynamic health care professionals please submit your application. This position will remain open until filled.We thank all applicants in advance, however, we will only contact candidates selected for an interview.Quick Apply

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