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Job category: Human resources

Job posting ID: 3187

Employment status: Regular full-time

Classification: PTS/MGT/IT B

Salary/Rate of pay: $52,300 - $58,425

Application deadline: 2022-06-30

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 Administrative Assistant to join our dynamic People, Culture and Performance team in Ottawa, reporting directly to our Vice President - People, Culture and Performance.

The work of a Regular Full-Time Executive Administrative Assistant is integral to Canadian Blood Services' role as Canada's Lifeline. In this role, you will need to be highly organized, detail-oriented, passionate about divisional operations, willing to learn and adapt at pace and, ultimately, optimize the day-to-day efforts for our VP and Directors.

Key responsibilities include:

Arrange meetings including event logistics for large meetings and executive retreats, scheduling appointments, travel arrangements, etc. ensuring smooth operation of the executive's office and division.

Ensure smooth access to Vice-President's office, for both virtual and in-person visitors, exchanging in conversation that requires an in-depth understanding of the interrelationships of people and functions within the division and company.

Prepare correspondence and various documents such as reports, presentations, meeting agendas, and minutes.

Support, and manage where required, financial processes including processing and tracking contracts, divisional budgets, travel expenses, invoices, purchase orders, and/or other financial documents by recording and entering data. Investigate discrepancies as required and monitor expenditures.

Supports the administration of divisional programs, in collaboration with the division's four Directors.

Create and maintain databases, tracking systems, statistical and/or financial tools using spreadsheets.

Regular exposure to confidential information, including, employee data, employee-related matters involving performance issues, restructuring initiatives and budgetary exercises, etc.

Qualifications:

Post-secondary education/training in business, administration or related discipline.

Minimum of six years of experience in a professional role working with executives at a senior level.

Computer literacy is essential, with advanced proficiency in the following software packages is desired: MS Word, Excel, PowerPoint, Teams, Zoom, SharePoint, and Yammer. Working knowledge of SAP is also an asset.

An equivalent combination of education, training and experience may be considered.

Required skills:

Demonstrated initiative to address issues and resolve problems.

Exercise independent judgement with minimal supervision.

Understanding of project management tools, techniques and processes is an asset.

In-depth knowledge of office routines and protocol and of corporate programs, policies, and practices.

Communication skills to discuss sensitive and highly confidential information requiring tact and discretion and to exchange information in English are essential.

Excellent organizational and time management skills to plan and organize concurrent work assignments.

Benefits:

Competitive base salary range.

4 weeks of paid vacation.

Annual Performance Award up to 5%.

Comprehensive group health, dental and vision benefits.

Choice of defined contribution or defined benefits pension plan.

Employee discounts, wellness programs, and much more.

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.

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.

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