Executive Assistant / Operations Associate

Executive Assistant / Operations Associate

Were excited to announce a new and essential opportunity at the Royal Alexandra Hospital Foundation (RAHF)! Were looking for a versatile and highly organized Executive Assistant / Operations Associate to join our team and support the day-to-day functions that keep our office running smoothly. In this newly created role youll provide a broad range of support from high-level administrative and executive assistance to the Vice President of Operations & Strategic Initiatives and the Vice President of Finance & CFO to hands-on coordination of our office operations IT support and facilities management. Your attention to detail strong organizational skills and ability to juggle competing priorities will be key to your success. Youll manage everything from phones emails and schedules to office supplies and kitchen upkeep helping to ensure a productive and welcoming environment.

To find out more about the Foundation and the causes we support please !

Why Work with Us

• Be part of a collaborative environment and a passionate team dedicated to improving health care for Albertans.

• Work in a culture built on shared values of Excellence Innovation Integrity Respect Strong Relationships and Stewardship.

• Join an organization recognized as one of Albertas Top Employers for five consecutive years.

• Benefit from a competitive salary and comprehensive benefits.

• Enjoy opportunities for professional growth and development.

• Contribute to meaningful initiatives that make a tangible difference in the lives of Albertans.

• Be part of a workplace that prioritizes a supportive and engaging work culture.

Key Accountabilities:

Executive Assistance

• Manage the dynamic calendars of the Vice Presidents including scheduling meetings appointments and travel.
• Prioritize and resolve scheduling conflicts ensuring efficient use of the Vice Presidents time.
• Coordinate logistics for meetings including booking rooms preparing agendas and distributing materials.
• Screen and prioritize incoming communications (phone calls emails and mail) responding as appropriate.
• Prepare correspondence reports presentations and other documents with accuracy and professionalism.
• Act as a liaison between the Vice Presidents and internal/external stakeholders maintaining effective communication and relationships.
• Provide meeting support by preparing agendas presentations and other materials attending meetings recording minutes and tracking action items and follow up on action items to ensure timely completion.

Information Technology and Facilities

• Coordinate IT-related requests troubleshoot basic IT issues and liaise with AHS IT and vendors for solutions.
• Order assign track and manage the phone system and AHS and/or Foundation IT assets.
• Order and manage office supplies and branded inventoried items as well as kitchen supplies and equipment.
• Coordinate facility-related requests and issues through AHS e-facility portal.
• Manage the front desk main phone line general Inboxes and act as the first point of contact for the Foundation.

Board Support and General Administration

• Assist the Board Liaison Officer in preparing and distributing Board meeting materials coordinating meeting schedules and maintaining accurate and confidential records.
• Maintain staff / phone directories manage incoming/outgoing mail and courier deliveries.
• Assist in the coordination and execution of projects tracking progress and ensuring deadlines are met.
• Conduct research gather data and prepare reports as needed.
• Assist with the preparation of budgets and monitor expenditure.

Required Knowledge Experience & Competencies

• 2 years experience working in an administrative professional-type role.
• Exceptional organizational and time management skills managing schedules files information and tasks efficiently.
• Excellent communication skills can clearly and professionally communicate both verbally and in writing with internal teams and external stakeholders.
• Ability to handle sensitive information with the utmost care and respect always maintaining privacy and trust.
• Ability to take initiative and work independently or as part of a team with minimal supervision.
• High level of problem-solving skills resourceful and can find effective solutions to unexpected challenges and obstacles
• Attention to detail to ensure accuracy and catch errors that others might miss.
• Ability to handle workflow efficiently and effectively under tight deadlines and can adjust to changing priorities and handle unexpected situations with grace and efficiency.
• Dependability and consistency in delivering high-quality work.
• Emotional intelligence - empathetic and can build strong working relationships

Assets:

• Business Administration Diploma or equivalent.
• Knowledge of health care system Royal Alexandra Hospital services/programs and fundraising principles.
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook and Teams).
  

At the Royal Alexandra Hospital Foundation you are part of a collaborative environment and a passionate team that contributes to overall healthcare for the people of Alberta. The RAHF culture reflects our shared values of Excellence Innovation Integrity Respect Strong Relationships and Stewardship.

If this role interests you please submit your resume and cover letter through the job posting.

Commitment to Diversity Equity and Inclusion:

The Royal Alexandra Hospital Foundation is committed to creating a diverse environment and is proud to be an equal-opportunity employer. Should you need any support during the application or interview process please do not hesitate to reach out to our HR department at

As a condition of employment successful applicants will be required to provide a Criminal Record Check.

Join us in transforming health care for Albertans.