Executive Assistant/admin Coordinator

5 months ago

Vancouver, Canada PHSA Full time

**Executive Assistant/Admin Coordinator**

BC Emergency Health Services

Vancouver, BC

The EA serves as a critical linkage between the particular program area and the other executive teams within the BCEHS and the PHSA. Responsibilities include coordinating information flow for briefing notes, speaking notes, media releases, preparing confidential and sensitive personnel related correspondence, scheduling time, arranging meetings and setting priorities.

The work environment is strictly confidential, fast, challenging, and high profile. Excellent relationships with clients and diplomacy are required to ensure the effective operations of the office.

**What you’ll do**
- Works independently and makes independent decisions for the Executive Director at an appropriate level in managing competing priorities for the Executive Director’s time.
- Researches specific topics, compiles information and drafts reports. Provide briefing materials, correspondence, meeting minutes and other documents of a technical and confidential nature, including the following:
o Plans and proposals related to organizational and budget changes which impact all staff, including departmental relocation, employee job duties, reassignments, overall staffing complements, etc.

o Investigations and related processes which may involve potential employee disciplinary outcomes.

o Discussion minutes and reports on employee performance issues.

o Meeting minutes and reports on employee absenteeism and disability management plans.

o Research and correspondence related to grievance investigations and grievance responses.

o Internal investigations involving employee harassment complaints and proceedings.

o Departmental performance audits and related contract documents.

o Strategic planning meeting minutes including planned changes which may impact staff.

o Confidential reports for the Provincial Health Authority board.
- Participates in meetings and/or discussions related to the responsibilities outlined in point # 2.
- Reviews the content of employee personnel files and provides the Executive Director with any relevant documents and information in relation to the responsibilities listed in point # 2.
- Establishes and maintains effective working relationships with the executive offices and management teams of BCAS, BCEHS, Ministry of Health and Regional Heath Authorities to ensure the effective operation of the program area.
- Manages the issues management tracking systems and liaises with BCEHS and BCAS senior executive and operations management, PHSA, other Health Authorities, and the Ministry of Health to ensure timely and accurate responses.
- Manages the schedules of the program area Executive Director and committees including coordinating appointments, making travel arrangements and booking meetings and conference calls.
- Coordinates the flow of information on issues and responses, identifies, researches, and responds
- to issues and drafts responses for signature of the Executive Director.
- Supports the efficient operation of the program area by implementing and maintaining appropriate systems and procedures.
- Supervises, assigns work, monitors work flow/processes, and manages the performance of support staff for the northern district operations/and other district areas as delegated.
- Attends meeting and/or committees/projects and acts as Secretary, recording and distributing minutes.
- Prepares travel vouchers ensuring all appropriate documentation is correct. Tracks staff and travel expenses for specific projects. Prepares business expense approvals, orders office supplies, and manages petty cash.

**What you bring**

**Qualifications**:

- Diploma in Administration plus at least 3 - 5 years of senior executive administrative support experience or considerable experience working in senior administrative positions or an equivalent combination of education and experience.
- The ability to plan and organize work to accomplish objectives in a busy, fast paced executive office.
- The ability to analyze problems, identify key factors and underlying causes, and generate solutions.
- The ability to influence, persuade and convince others to adopt a course of action
- The ability to maintain clear and open communication with internal and external clients regarding mutual expectations, client satisfaction, and take action to correct problems promptly without judgement.
- The ability to work creatively within standard procedures to fit a specific situation to meet operational objectives.
- The ability to work cooperatively within diverse work teams
- The ability to establish effective systems and processes and monitor to meet and or exceed objectives
- The ability to effectively plan 1 - 3 months in advance to ensure that issues and opportunities are addressed in a proactive manner.
- The ability to supervise, delegate work/processes, and monitor/manage performance of subordinate staff.
- The ability to remain calm in a fast paced env

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