Executive Assistant to VP Chief Corporate Programs and CFO

Job Responsibility:

Company : IWK Health

Req ID: 198568 Department/Program: Corporate Programs and CFO, Executive Offices Location: Halifax Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s) Start Date: 03/30/2025 Union Status: Non-union, Management/Non Union Bargaining Unit 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. We collaborate in modern facilities or virtually from home, align our work to our values, and enjoy access to enhanced benefits and wellness programs. We are proud to support our patients, families and communities and are grateful for the generous donor support we receive.

Promoting an anti-racist environment, and calling out discrimination as we work and provide care, is important to us. We are located in Mi'kma'ki, the unceded and ancestral territory of the Mi'kmaq people. Working in Mi'kma'ki and providing care to those across Atlantic Canada is a shared privilege with the original inhabitants who have lived here for many thousands of years prior to colonization. There are 13 First Nation communities across Nova Scotia, and more than 50 historic African Nova Scotian communities who also have a long, deep, and complex history dating back over 400 years. We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportions of transgender and non-binary people than any other province or territory in the country. We are active in our work to eliminate discrimination, but have more work to do to build that trust, acknowledge our biases and reduce the barriers our diverse communities face. We want IWK Health to be a safe and supportive space of equity and belonging in the care we provide and the employment we offer. 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. The individual will have the ability to exercise good judgment in a variety of situations and have strong written and verbal communication, administrative, project management, and organizational skills. The Executive Assistant demonstrates flexibility and supports the broad administration of the Executive Offices including the Board of Directors of the IWK. The Executive Assistant assists with Project Management to all administrative matters.

Responsibilities

Planning and Organization

• Develops and maintains process for issues management. Keeps CFO appraised of events/information that affect(s) 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. Liaises with Human Resources with respect to inquiries or issues regarding HR programs/processes, i.e. compensation and benefits, attendance management program, etc. Coordinates process and schedules the annual performance management reviews for the direct reports to the CFO.

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, answers policy, procedural, informational or technical inquiries requiring a thorough knowledge of IWK Health Centre programs, functions, organizational structure, etc., resolves client issues or determines appropriate route of referral.
• 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 using current meeting technologies, 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. Develop and maintain electronic follow-up, tracking, and bring forward systems to ensure the significant volume of requests and inquiries are handled.
• Establish and maintain a variety of information systems, including document filing, policy/procedure/record keeping, data collection and retention systems. Ensure an appropriate schedule of review is undertaken.
• Responsible for the planning, development, and implementation of the IWK Board of Directors standing sub-committees in relation to the CFO, acting as principle liaison between members of the Board of Directors and stakeholders on matters related to the COO Board Committees.
• Organizes logistics for large meetings, conferences and functions as required.

Other related duties as required.

Hours of Work

Monday-Friday; 75 hours bi-weekly

Your Qualifications

• Undergraduate degree or recognized office administration program/business program/secretarial program and/or a combination of education, training and progressively responsible experience.
• Membership in the International Association of Administrative Professionals - IAAP (an asset)
• 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 (calendar, email,) is required.
• Knowledge and experience using SAP is an asset.
• Excellent writing, communication, interpersonal, and problem-solving skills required.
• Demonstrate exemplary customer service skills (high degree of diplomacy, tact, discretion and sound judgement).
• Acts as liaison between CFO, other members of the executive leadership team, direct reports and all other internal or external customers.
• Builds internal and external collaborative relationships to develop, maintain and strengthen partnerships.
• Is routinely privy to highly confidential information, i.e. strategic, human resource, contractual, etc. Confidentiality must be maintained at all times for professional, legal and public relations purposes.
• Understands and works within the formal and informal influences and decision-making relationships within the organization. Demonstrates critical thinking in deciding which decisions can be made alone and which require consultation with others; acts accordingly.
• Is a self-starter in influencing events and achieving job goals; takes action beyond explicit job responsibilities; sets high performance goals and originates action rather than just responding to the action of others.
• Significant political sensitivity, professionalism, and confidentiality are required in the preparation of documents and interaction with stakeholders.

Thank you for your interest in IWK Health.

Please note that we only contact applicants selected for interview/testing. If we invite you to participate in an assessment process (such as an interview or testing) you have the right to request accommodation. Please discuss your needs when invited to the assessment process.

This is a Management/Non Union bargaining unit position. Preference is given to bargaining unit employees for unionized positions. Successful applicants changing unions, bargaining units or employment status, are advised to seek clarification regarding their seniority, benefits, and vacation entitlement and/or usage, prior to accepting the position.

An offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials.

I f you are an employee of IWK Health , please apply through the internal careers page to ensure you are flagged as an internal applicant.