Canadian Blood Services Looking for Executive Assistant at Brampton, ON Full Time

Please note: The successful candidate can be either in Brampton or Ottawa (Brampton preferred) in this hybrid role with the flexibility to work remotely occassionally to ensure we continue to meet the needs of our donors, our staff and our communities.

Job category: Administrative
Job posting ID: 3847

Employment status: Regular full-time

Classification: PTS/MGT/IT B
Salary/Rate of pay: $63,000 to $75,000

Application deadline: 2022-11-23

Somewhere in Canada there’s a life you can save.

Be part of a dynamic, collaborative and caring organization committed to saving and improving the lives of Canadians. Thousands of Canadians depend on us every day for reliable access to blood, plasma, stem cells and organs and tissues.

Join Canada’s Lifeline and make a meaningful difference every day.

About the role

Canadian Blood Services is looking for a Regular full-time Executive Assistant to join our dynamic team. The work of an Executive Assistant is integral to Canadian Blood Services role as Canada’s Lifeline. This position is responsible for providing critical support to the Office of Chief Information Officer (CIO) by performing a broad range of administrative and operational duties essential to the effective function of the division, and its leadership team. In this role, you must exercise a high degree of judgement, independence and professionalism in managing the administration of the Office of CIO and providing direct administrative and program support to the extended senior leadership team where required.

Responsibilities include:

• 
  Divisional Administration and Operational Support:
  • Establishes/maintains effective working relationships with members of the IT leadership team, the Executive Management Team (EMT), Board of Directors, external and internal stakeholders.
  • Acting alone, or in collaboration with others, assists and advises the CIO in managing and coordinating activities with members of EMT, Board of Directors, Alliance of Blood Operators, consulting firms and other stakeholders with whom the division intersects.
  • Coordinates and guides the development of annual workplans to support the orderly planning and completion of divisional deliverables; prepares meeting agendas, attends meetings, takes and distributes minutes and action items and independently follows up with others to monitor and ensure the timely completion of tasks.
• 
  Administrative support for the office of the CIO and senior IT leadership team:
  • Coordinates all administrative functions for the CIO, including establishing internal protocols, tracking systems and relevant administrative policies and procedures.
  • Prepares, composes, edits and/or proofreads correspondence, materials, briefing notes, presentations, stemming from requirements and discussion with the CIO, including the drafting of staff communications and other written correspondences.
  • Regularly deals with the administration of confidential employee data and employee relations matters involving performance issues, restructuring initiatives, budgetary exercises and so on.
  • May be required to provide administrative support to committees and members of the IT leadership as assigned.
  • Coordinates and manages appointment schedule and travel arrangements as required on behalf of the CIO, processes invoices and prepares expense claims.
• 
  Program development, planning and execution for the organization, and within the division:
  • Participates as a team member in program development and delivery activities for a variety of divisional programs, projects and processes, as assigned.
  • Provides logistical planning support for large scale corporate program events.
  • Develops divisional communications calendar in consultation with divisional leadership and leads communications planning and execution on behalf of the CIO.
• Performs other related duties as required.

Qualifications:

• College diploma in related field and 5 years of professional experience working with executives at a senior level. An equivalent combination of education, training and experience may be considered.
• A demonstrated ability to independently plan, schedule and organize several concurrent work assignments is essential.
• Excellent interpersonal, oral communication and relationship management skills.
• Excellent written communication skills and a proven ability to develop clear, concise and comprehensive written reports as well as an ability to proofread/edit documents.
• Proven ability to respond to a wide variety of files and issues and deal with unclear situations and conflicting demands.
• Experience with Boards and other senior governance committees as key stakeholders an asset.
• Excellent judgement in setting priorities to achieve achievements of divisional objectives.
• Knowledge of cyclical planning, review and reporting requirements.
• Ability to act with care, tact and assertiveness in dealing with internal and external stakeholders.
• Exemplary computer program skills (Microsoft office suite) and strong knowledge of key corporate applications (SAP, Clearpoint, for example) an asset.
• Understanding of project management tools, techniques and processes is an asset

Benefits:

• Competitive base salary range
• Annual Performance Award up to 6%
• 4 weeks of paid vacation
• Comprehensive group health, dental and vision benefits
• Choice of defined contribution or defined benefits pension plan
• Employee discounts, wellness programs and professional advancement opportunities

Diversity and inclusion play a vital role in ensuring health equity for patients across Canada. We are committed to reflecting Canada’s population in our organization and fostering an environment where all employees can be their authentic selves, with equal opportunities to succeed and contribute.

To protect the health and safety of its employees, all Canadian Blood Services’ employees are required to be fully vaccinated (COVID-19 vaccine doses as approved by Health Canada), subject to any medical or other human rights grounds. Persons who have been vaccinated outside of Canada must contact their local Public Health Unit in order to obtain a vaccine equivalency certificate.

If this role resonates with you, we encourage you to apply! This could be your first step towards a meaningful and inspiring career. Come to work each day knowing that you save lives.

We thank all applicants for their interest. However, only those considered for an interview or those invited to participate in an assessment (such as testing) will be contacted. Applicants who require accommodation should discuss their needs with us.