executive assistant
Posted on May 02, 2024
by
Employer details
Health PEI
Job details
*Position: *Executive Assiant
*FTE: *Permanent, Full-Time
*Department:* Health PEI,
*Location:* Charlottetown
*Salary: *$28.50 - $33.93 Per Hour
*Start Date/Term Length:* Commencing Immediatley
*About The Position:*
Reporting to the Chief Executive Officer of Health PEI, the Executive Assistant position is responsible to ensure planning, coordination and implementation of daily divisional and strategic program requirements by maintaining close contact within HPEI, across divisions and external parties, having a positive working relationship with the Premier?s/Minister?s/Deputy Minister?s Office/Health PEI Board/Legal/internal across divisions/external stakeholders. This position will involve maintaining the CEO?s schedule, facilitation & coordination of staff, coordinate financial process, providing logistical and travel supports, and working on operational related projects in order to contribute to the smooth process of the Chief Executive?s Office.
*Duties:*
* Review all requests that come from the Minister?s Office for the Chief Executive Officer?s Office and follow up accordingly;
* Coordinate and organize Briefing Notes within the Chief Executive?s Office in order to prepare for the Minister for the Legislature. This includes reviewing the documents, disseminating to the correct divisions, setting deadlines, review all documents prior to sending to the Minister and managing version control;
* Manage all compliments and complaints that come from the Minister?s Office by entering into the Provincial Safety Management System (PSMS), tasking to the appropriate Director/Administrator/Manager, follow up to ensure that all tasks are completed and tracking all requests in a spreadsheet for review with the CEO;
* Coordinate and track all inquiries from Minister?s office and respond or direct to the appropriate person for follow up;
* Ensure that necessary background material is researched and available for briefing the CEO/DM/Minister within tight timelines;
* Liaise with the Minister?s Office/DHW to organize meetings/events
* Screen incoming mail; locate and attach relevant material; flag and/or summarize information to facilitate replies; redirect mail not requiring the CEO?s personal attention; and follow up at own discretion;
* Reply to written and telephone inquiries which includes composing both routine and more substantive correspondence; providing information and explanation of the organization's operations; searching files and records to obtain information: and referring inquiries requiring in-depth subject matter knowledge to appropriate staff; follow up for completion, and ensure feedback loop is closed;
* Manage all compliments and complaints that come from the Minister?s Office by entering into the Provincial Safety Management System (PSMS), tasking to the appropriate Director/Administrator/Manager, follow up to ensure that all tasks are completed and tracking all requests in a spreadsheet for review with the CEO;
* Coordinate input from various staff to ensure a timely response for the CEO;
* Assess and investigate requests for information, complaints; prepare and deliver initial responses; use appropriate interviewing and analytical techniques;
* Monitor divisional budget through Business Objects and prepare accounts payable invoices for Chief Executive Officer; review and verify divisional expenditures against departmental expenditure detail; ensure payments are coded to appropriate accounts; ensure CEO is aware of account balances, highlight any discrepancies and follow-up with accounting personnel;
* Assist CEO in budget forecasting (when applicable) for division; Monitor budget, expenditures and commitments in Oracle, assist in resolving discrepancies, reports/advises issues to the CEO requiring attention;
* Coordinate the budget book /Capital Budget /management plan updates in order to prepare for the Finance Department;
* Checks supplier invoices/purchase instruments to ensure financial coding is cor
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LocationCharlottetown, PE
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Salary$28.50 to $33.93HOUR hourly
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Terms of employment
Permanent employmentFull time
- Start date
Starts as soon as possible
- vacancies
1 vacancy
- Source
indeed.com
#9263819841
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