Executive Assistant, Corporate Services

The Executive Assistant within the Corporate Services department will be working to coordinate numerous administrative activities and manage a variety of complex and/or highly confidential issues with and/or on behalf of the Chief Financial Officer they support.

• Work to keep the Executive team member organized by identifying, prioritizing and planning business related activities including scheduling and maintenance of their business calendar.
• Organize in-person, virtual and hybrid internal and external meetings on behalf of the executive, ensuring that technology and all participant materials are prepared in advance, coordinates and schedules external presenters. External committees include Finance & Audit Committee, Finance Special Interest Group, Ad Hoc Building Fund Initiatives Committee meetings.
• Prepare meeting packages and follows up on action items arising from prior meetings, including detailed meeting minutes where appropriate.
• Maintain committee SharePoint sites.
• Maintain committee membership information, committee honorariums and assist with annual recruitment of new members.
• Develop and maintains committee communication avenues, and ensures that information is up to date, relevant and accessible by committee members.
• Support the Executive and CPSA’s leadership team in tasks resulting from committee work.
• Ordering meals and booking venues as required.
• Manage email and voicemail and other confidential correspondence on behalf of the executive as required.
• Arrange out-of-town business meetings, including securing travel and accommodation arrangements.
• Reconciliation of executive’s monthly Credit Card statement.
• Consolidate quarterly organization business activity reporting for reporting to leadership.
• Manage and support various high risk and high-profile projects associated with the Executive and ensures they are prepared with information and materials required.

• Maintain the Risk Register templates.
• Consolidate all department quarterly reporting for presentation to leadership.
• Support the Security Management Team and the Ingenerated Risk Management Committee.
• Document office security incidents, report and draft communication as required.
• Respond to security incents within the office as required.
• Liaise with building security and police as required.
• Coordinate with IT support for the office emergency alert deployment.
• Assist with developing and maintaining office policies and procedures related to security and safety.
• Prepare annual insurance renewal.
• Independently gather information required from other program areas to support insurance renewals.
• Provide administrative support for organizational contract administration.
• Maintain the Visitor Management System including training of team members.
• Provide administrative support to department teams and/or activities as requested, and back-up support for the Office Services Clerk.
• Other duties as required.

• Post-secondary diploma in administration or equivalent.

• 5 - 8 years of related administrative experience

• Excellent verbal and written communication skills with a strong customer focus.
• Competent in Microsoft Office or Office 365, including proficiency in MS Excel.
• Ability to multitask and coordinate competing priorities.
• Exceptional organizational skills with the ability to apply critical thinking and problem-solving.
• High attention to detail. Ensure privacy and accuracy in communications and correspondence.
• Broad knowledge of financial/accounting terminology is an asset.
• Creativity for presentations and charts.

SALARY
The salary for this position is $68,826 and includes a comprehensive benefit package and pension plan.

Along with your CV, please submit a cover letter outlining why you are the right candidate for this position by telling us how your relevant work experience has prepared you to undertake this role. Submissions without a cover letter will not be considered.

We thank all candidates for their interest in CPSA. Only those selected to move forward in our selection process will be contacted.

Please note that the successful candidate will be required to provide a Criminal Record Check satisfactory to CPSA.

By applying to this position, you are confirming you possess either a Canadian Citizenship, permanent resident status, or valid work permit.

CPSA has suspended its mandatory employee COVID-19 vaccination policy at this time. Should it be deemed necessary to be reinstated, all employees would be required to provide proof of vaccination. By applying to this position, you acknowledge your awareness of CPSA's suspended policy.

CPSA embraces diversity and equal opportunity. The more inclusive we are, the better we can do our work. All candidates are considered for employment regardless of age, race, ethnicity, religion or belief, sex, sexual orientation, gender identity or expression, national origin, veteran or disability status.

CPSA’s work of regulating physicians and physician assistants takes place throughout Alberta. Our office is in Treaty 6 Territory, traditional lands of many First Nations including the Cree, Saulteaux, Blackfoot, Dene and Nakota Sioux. We are located within the Métis Homeland and acknowledge the Inuit who call this place home today.