Executive Assistant

EMC Emergency Medical Care Incorporated; Dartmouth; On-site; CAD 55,000 - 75,000; Full time

Job summary

EMC Emergency Medical Care Incorporated in Nova Scotia is seeking an Executive Assistant reporting to the Vice President, Strategy & System Performance. The role provides administrative support and acts as a key point of contact for internal colleagues and external stakeholders.

The successful candidate will manage confidential information, prepare reports and presentations, coordinate meetings and travel, and ensure smooth daily operations within EMC's Executive Office.

Qualifications

• Minimum Grade 12 with one-year business college training.
• Five years of related administrative experience.
• Knowledge of privacy and confidentiality.

Responsibilities

• Reporting, meeting arrangements, and portfolio support.
• Coordinate reporting, file management, and data tracking.
• Prepare and edit confidential correspondence and professional documents.
• Organize key meetings and minutes; manage travel logistics.
• Prepare monthly expense reports and Visa reconciliation.
• Serve as first point of contact for senior staff and partners.
• Collaborate with administrative teams across EMC and Medavie.

Skills

Diplomacy

Interpersonal skills

Communication

Privacy & confidentiality

Customer service

Independent work

Team collaboration

Medical terminology

Time management

Organizational skills

Dealing with pressure

Active listening

Instruction following

MS Office proficiency

Education

Grade 12

Business college course

5 years related experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

PowerPoint

Outlook

Job description

About the Position

Position Type: Permanent

Emergency Medical Care Inc. (EMC) is a wholly owned subsidiary of Medavie Health Services (MHS) that manages and operates ground ambulance, air medical transport and the medical communications operations in Nova Scotia through a performance-based contract with the provincial government's Emergency Health Services (EHS) Operations division and the Department of Health and Wellness. As well, EMC operates TeleHealth/811 medical communications for Nova Scotia and Prince Edward Island for the Department of Health. We access all communities in Nova Scotia in a timely and efficient manner with our fleet of more than 180 ambulances and support vehicles operating out of 60+ stations. We respond to 165,000+ calls annually across the province, which are actively managed through the EHS Operations Medical Communications Centre, the hub of all emergency (911) and non-emergency (hospital transfers) medical calls. The EHS Operations LifeFlight program provides even greater accessibility by responding to patients on scene or through inter-facility transports by our critical care team via helicopter, fixed wing, or ground ambulance. In addition, paramedics in Nova Scotia participate in various programs both urban and rural such as community-based paramedic programs, collaborative emergency centres, and emergency preparedness and special operations, to name a few. There are lots of opportunities waiting for you in Nova Scotia.

Reporting to the Vice President, Strategy & System Performance, this position is essential to assist the efficient and effective management of the Executive Office to ensure inquiries and general administrative issues are dealt with in a timely and appropriate manner. As a key point of contact for internal colleagues and external stakeholders, the Executive Assistant must be approachable, friendly, well-organized and professional. The incumbent is responsible for providing administrative and support services to the Vice President, Strategy & System Performance. As an employee of EMC, we are accountable to our patients and coworkers by participating in and supporting all safety related initiatives, as well as acting in a manner that fosters a culture that focuses on patient safety and a safe workplace.

Duties and Responsibilities

• Reporting, meeting arrangements, and other portfolio and programs assistance
• Administers portfolio assignments, as required. This may include coordinating and administering reporting, file management, tracking data or information or other
• Proficient in the preparation and editing of various types of correspondence including those of a confidential nature, professional presentations and other documents which are assigned the direct manager or divisional leaders.
• Administers key meetings as assigned, including inter-organizational committees and meetings. This includes tracking attendance, actions, Terms of Reference, detailed minute-taking, and logistics.
• Coordinates appointments, meetings and presentations as required, for Chief Operating Officer or Vice President or Executive Director or Divisional Leaders Office Administration: Organizes and coordinates business travel arrangements as required
• Prepares monthly expense reports and Visa reconciliation
• Performs as the first point of contact of the Chief Operating Officer or Vice President, or Executive Director to other senior staff, business partners and associates, and other EMC employees
• Serves as an internal key point of contact for staff for office and divisional functioning and administration.
• Works in collaboration with Medavie & Medavie Health Services administrative assistants
• Works collaboratively with other administrative and others at EMC to ensure consistent practices and to provide support across divisions
• Works closely and supports the Executive Leadership Team
• Maintain confidentiality and protect the privacy of all matters as required
• Other duties as assigned

Education & Experience

Minimum Grade 12 and one-year business college course and five years related experience or equivalent combination of education and experience. Require extensive knowledge of the policies, structure and functions of internal administrative systems and practices applicable to private industry. Require superior diplomacy and interpersonal skills in dealing with difficult situations.

Knowledge & Skills

• Superior diplomacy in professionalism and interpersonal skills and awareness.
• Friendly, polite and clear communication style is critical in this role.
• Understanding of privacy and confidentiality of business, employee, patient and other sensitive information.
• Trustworthy and diligent in practices with handling records and information.
• Excellent customer service ability.
• Self starter that can work independently, but also be a strong team player.
• Knowledge of medical terminology an asset.
• Ability to solve problems, meet deadlines and multi-task.
• Demonstrate excellent organizational and time management skills to adequately prioritize workload.
• Ability to work well under pressure, often under strict time deadlines.
• The incumbent must demonstrate self-direction, good judgment and decision-making skills.
• Demonstrate effective listening skills and the ability to follow instructions.
• Require proficiency in Microsoft office including Word, Excel, Access, PowerPoint and Outlook, etc.
• Prior experience working with databases and knowledge of medical terminology is an asset.
• Efficiency in maintaining an office routine under limited supervision.

Physical Requirements

The incumbent will be required to maintain one position for possible long periods of time, such as sitting at meetings, or at a desk setting. The incumbent will be reading data or inputting data, report writing, operating a computer, calculator, and talking on the telephone. Use and exposure to general office equipment such as fax, photocopier, printer, and personal computer. Exposure to low to moderate noise levels.

Equal Opportunity & Diversity

While Medavie may use automated tools, including AI, to support application screening, candidates are expected to complete all recruitment interactions independently—without AI assistance—to ensure a fair and equitable process. Our goal is to be a diverse workforce that is representative of the citizens we serve. We are committed to building an inclusive team that represents a variety of backgrounds, cultures, races, perspectives and skills. We encourage applications from all qualified candidates including women, persons of any sexual orientations and gender identities and/or expressions, Indigenous persons, African Canadians, other racialized groups, persons with disabilities. Candidates who identify as being from any of these groups are encouraged to voluntarily self-identify.

We're recognized as one of Canada's best places to work and are a leading provider of health solutions and insurance for 1 in 10 Canadians.

Full careers. Full lives.

Medavie is a national health solutions partner and innovative leader in healthcare delivery, benefits management, health management, and primary care. Backed by the strength of a team of 8,500+ professionals from coast to coast, we’re committed to improving the wellbeing of Canadians so that every life can be lived to the fullest. Medavie provides all-in-one private health insurance, public health administration, emergency medical services as Canada's largest contracted provider, as well as primary care, community health, mental health and addictions solutions, medical communications, and clinical training. As a not-for-profit organization, Medavie is one of Canada’s Top 100 Employers, certified by Imagine Canada for philanthropy and community engagement, and Rainbow Registered as an organization that champions diversity, equity, and inclusion.