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Executive Assistant to the President of Excelleris - Burnaby

Date: Jul 10, 2019

Location: Burnaby, BC, CA

Company: LifeLabs

At LifeLabs, we are focused on our vision of building a healthier Canada!  We are the largest community diagnostics laboratory in Canada with over 350 collection centres, 21 laboratories and service over 19 million patients each year. 

 

Caring, Agile, Customer Driven, One Team - We live our values every day in what we do to help our patients and healthcare providers. With over 5,000 employees, we all make a difference and that’s why our people are so important to us. 

 

This is an exciting time to join our LifeLabs team, grow your career with us and support numerous business initiatives, innovations, best practice and business development opportunities.

 

Reporting to the President of Excelleris the Executive Assistant is accountable for the effective and efficient coordination of information and documentation.  In addition to providing confidential support to the office of the president, the successful candidate will also be responsible for providing administrative support to the VP and four Directors based in BC and Ontario.

Excelleris delivers health care information distribution and access services, comprising distribution of laboratory, health records and medical imaging content to providers and patients.

This is a full time permanent role, based in our two Burnaby offices at 3680 Gilmore Way and 3500 Gilmore Way.

Responsibilities:

  • Extensive calendar management including scheduling/rescheduling regular and ad hoc business meetings, videoconferences and webinars, and managing meeting resources
  • Monitor Executives in-boxes and raise awareness of important emails
  • Set up Executives phones appropriately (e.g. one-touch conference dial, short-cuts, etc.); receive calls for SVP and VP and organize appropriate events (e.g. subsequent meetings, calls, etc.)
  • Coordinate presentation material preparation for the conferences/events where the Executives are speaking on behalf of the company
  • Manage travel arrangements including booking flights, hotels, cars and coordinating itineraries
  • Plan meeting logistics appropriately and document them in Executives’ calendars (time to travel between 2 meeting locations, out-of-town travel considerations, Executive hoteling rooms, meeting rooms, etc.)
  • Take minutes during SLT meetings and maintain them at a centralized location
  • Maintain org chart and keep it current
  • Support traveling Executives from Ontario including CEO as required
  • Manage annual event calendar
  • Manage and support other AAs as appropriate (Gilmore Office Manager) to coordinate events for employee engagement.
  • Set up quarterly town hall meetings (schedule, location, WebEx, etc.).
  • Perform research and provide results on an ad-hoc basis (conferences, list of competitors, software features comparison, etc.)
  • Coordinate catering needs as required for meetings
  • Coordinate with Ontario EA’s to ensure Executives customers/vendors/partners are greeted at Ontario locations.
  • Special projects as assigned        

 

Requirements:

  • Post-secondary education is required
  • 7+ years Executive level experience, supporting Vice Presidents is required
  • Strong computer skills (Microsoft Office, Word, PowerPoint, Excel and Visio)
  • Extremely organized and detailed oriented with the ability to effectively prioritize workflow
  • Excellent interpersonal, written and oral communication skills
  • Ability to exercise good judgment, show initiative and be proactive
  • High standards of ethics and confidentiality to handle sensitive information
  • Results oriented

 


Job Segment: Administrative Assistant, Secretary, Medical, Business Development, Executive Assistant, Administrative, Healthcare, Sales

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