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Executive Assistant

3 months ago

Victoria, Canada PBC Solutions Full time

**Who is PBC Solutions?**

PBC Solutions Ltd. was created in 2022 as a wholly owned subsidiary of PBC Health Benefits Society (operating as Pacific Blue Cross), #1 health benefits provider in BC. Our mandate is to design, transform, and deliver the benefits and claims administration services offered by governments and other large organizations along with our consortium partners DXC Advanced Solutions, NTT DATA, and EY.

Since the spring of 2023, PBC Solutions administers and leads the transformation and digitization of **Health Insurance BC Services (HIBC) on behalf of the BC Ministry of Health**. HIBC Services administers medically-necessary insured doctor and hospital services through the Medical Services Plan (MSP) and drug coverage through the PharmaCare and Fair PharmaCare programs. In the future, the business will expand to additional public and private client work.

**Position Summary**
Under the broad managerial direction of the President, PBC Solutions, the Executive Assistant provides professional administrative support services to the President and Senior Vice-President (SVP), which involves a high degree of exposure to confidential information affecting the organization’s strategy, operations, human resource and labour relations activities and which involves judgement on how that material is to be handled. Communicates on an ongoing basis with other members of the executive team, key contacts and union officials as well as external clients, partners and agencies. Prepares executive and board reports for President and/or SVP approval. Prepares forms, templates, frameworks, presentations, proposals, reports and manuals.

**Primary Duties**

**Executive Support Services**
Provides professional administrative support services to the President and SVP by:

- Collecting and managing executive, leadership and board reports for review, attending and taking meeting minutes at select meetings and tracking or taking on action items to act on from those meetings;
- Communicating on an ongoing basis with; members of the executive and senior leadership team, senior and front-line leadership, partners or clients and external agencies to maintain awareness of schedule agenda or meeting pre-requisite changes
- Coordinating the smooth flow of information and determining appropriate courses of action for escalating and addressing urgent matters arising in the President or SVPs absence. Assessing priorities and managing the inbound escalations to accommodate changing priorities and demands; coordinates the execution of internal and external conversations, including booking meeting, requesting, and organizing research materials;
- Researching and compiling data, preparing presentations from rough notes; organizes and presents information to a wide range of internal and external meetings; using the advanced features of presentation, word processing, task, planning, spreadsheet software; prepares executive and Board reports
- Composing, drafting and preparing outgoing correspondence for signature;

**Other**
- Leads and/or takes an active role in a variety of department projects and initiatives, internal or external. Represents PBC Solutions in their area of expertise.
- Handles and coordinates President and SVP business; travel, schedules, expense reimbursement
- Maintains up to date knowledge of PBC Solutions strategic objectives, roles and responsibilities, policies, procedures, protocols and organizational structure and technological advancements in office automation tools.
- Other duties as assigned

**Required Experience and Qualifications**
- Post-secondary coursework in an administrative program or relevant field (Business Administration, Commerce, Economics, etc.)
- A minimum of 3 years’ experience in the Life and P&C insurance industry or as an Executive Assistant
- Minimum of 1 year experience successfully managing sensitive or complex information
- Demonstrated proficiency in MS Office software, including Sharepoint, Teams, Outlook, Word, Excel and PowerPoint
- Recent experience working with Boards of Directors, Sr. Levels of Government and Other executive settings is preferred.

**Required Competencies**
- Excellent written, interpersonal, and verbal communication skills at various levels
- High degree of accuracy and attention to detail.
- Able to multitask and take initiative with the ability to prioritize and manage multiple projects effectively with little direction
- Projects a positive demeanour while providing superior customer service both internally and externally
- Excellent collaboration skills and the ability to work in a team environment while demonstrating the ability to maintain composure in high stress situations
- Strong interpersonal skills with the ability to work collaboratively as a member of a team
- Demonstrated analytical and logical thinking, sound judgement skills with the ability to engage necessary resources to solve complex problems
- Self-motivated and able to work effect