The Department of Health and Wellness is committed to Equity, Diversity, Inclusion and Accessibility. Our goal is to build a public sector workforce that reflects the diverse communities we serve and to promote welcoming, diverse, inclusive, respectful workplaces that are accessible to all. We welcome all interested individuals including Indigenous People, persons with disabilities, Black, racialized, ethnic and culturally diverse groups, as well as people regardless of their sexual orientation, gender identities, and gender expressions. Those looking for more information are invited to visit our Equity, Diversity, and Inclusion Policy.
The main purpose of this position is to provide administrative support to the Executive Director, Mental Health and Addictions Capital Planning as part of the Project Management Office. The Assistant interacts with senior stakeholders, manages the Executive's calendar and exercises judgment, accountability, and confidentiality. The Assistant participates as a member of the Project Management Office by providing effective and efficient day-to-day operational support. In addition, they will be performing a wide range of administrative support functions and coordinating day-to-day functions and related projects, processes, as well as advise on strategic and administrative project planning. The Assistant works with the Executive Director and is responsible for organizing and prioritizing the workload assigned.
Duties will include but are not limited to:
- Provides confidential and executive administrative services to the Executive Director, Mental Health and Addictions Capital Planning and staff of the Project Management Office.
- Ensures accuracy, confidentiality and high level of proficiency in administering related functions and responsibilities.
- Assists the Executive Director with personal time management by planning and scheduling meetings and Out of Province Travel, prioritizing meeting requests, protecting office hours and regularly monitoring and resolving scheduling conflicts.
- Composes/prepares agendas and minutes for Project Management Office meetings, monitors actions and follow up required.
- Producing and formatting information for internal and external distribution including letters, memos, reports, spreadsheets, presentations.
- Providing leadership, advice, and guidance to Project Management Office personnel in the management of recorded information in physical and electronic formats in accordance with relevant legislation, procedures, standards and guidelines.
- Develops, implements and maintains a comprehensive records management program for the Mental Health and Addictions Capital Project including establishing internal policies, procedures, processes, workplans and authorities. Specific projects include electronic records management and indexing systems.
- Provides project management support to the Executive Director and PMO and provides Secretariat support to the Project Governance Teams and the Executive Steering Committee.
- Assembles information from multiple sources and composes the monthly project update report for the Deputy Minister, Executive Steering Committee and Premier's office.
- Provides administrative services to the Project Managers and Procurement Officer.
- Supports the processing of construction progress claims and invoices for payment by coding with appropriate expenditure codes and obtaining necessary financial signing authority approvals.
- Coordinates the daily operation requirements of the office building
- Other duties as required.
Minimum Qualifications:
- Successful completion of a recognized administration program/office studies course or university degree.
- Demonstrated equivalency will be considered
- Extensive experience working with senior executives in a development/construction/project management environment.
- Extensive recent and relevant office experience performing administrative support that would include independent decision making, dealing with confidential matters, ability to take direction well and working with minimal supervision.
- Experience in undertaking independent projects with minimum direction and supervision.
- Excellent communication skills.
- Strong analytical, decision making and critical thinking skills.
- Working knowledge of Provincial Government operations and structure.
- Ability to function in a demanding workload environment, to work both independently, as a team member and collaboratively with multiple government and community partners.
- Demonstrated Committee Secretariat skillset.
- Skilled in the MS Office Suite including, Outlook, MS Teams, Excel, Word and PowerPoint, Adobe Pro and MS Project, Teams.
- Familiarity with the practices and principles of Project Management and the Project Management Institute.
- Highly organized and able to manage own time and the time of the Executive Director.
- The successful applicant must submit a satisfactory Criminal Record Check prior to beginning employment.
Other Qualifications
- Experience working with senior government officials would be an asset.
- Experience as an Office Manager would be an asset.
This competition may be used to fill future job vacancies.
Please Note: Please ensure the application clearly demonstrates how you meet the noted qualifications as applicants will be screened based on the information provided. We would like to thank all applicants for their interest; however, only those who are selected for an interview will be contacted.
Where possible, submitting an electronic resume or job application is preferred. Otherwise, please return forms to PEI Public Service Commission, P.O. Box 2000, Charlottetown, Prince Edward Island, C1A 7N8. Applications may be sent by fax to (902) 368-4383.
IT IS THE RESPONSIBILITY OF THE APPLICANT TO CONFIRM RECEIPT OF THE APPLICATION, BY TELEPHONE OR IN PERSON PRIOR TO THE CLOSING DATE.
Please ensure that the appropriate Posting ID number is stated on all application forms. You can apply online or obtain an application form by visiting our web site at www.jobspei.ca. Forms may also be obtained by contacting any PEI Government office, ACCESS PEI Centre, Regional Services Centre, or by telephone (902) 368-4080.
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