Executive Assistant

7 months ago

Kelowna, Canada Interior Health Authority Full time

**Who are we looking for**:
**Some of the benefits of joining Interior Health**:

- An attractive remuneration package
- Excellent career prospects
- Employer paid training/education
- Employer paid vacation
- Medical Service Plan
- Employer paid insurance premiums
- Extended Health & Dental coverage
- Municipal Pension Plan
- Work-life balance
- Relocation Allowance

The Okanagan's largest and liveliest population centre, Kelowna, is one of Canada's most popular vacation destinations and home of the legendary Ogopogo, the Okanagan’s own version of the Loch Ness Monster. With such a perfect lakeshore community, it is easy to believe that Kelowna is known to some as the Summer City. Summer smiles and glistening water year round will entice you to explore this amazing community. If you enjoy water sports - sailing, house boating, kayaking, windsurfing and fishing - you may never want to leave Kelowna. Downtown Kelowna offers a spectacular landscape of lake, mountains and parks, with a wide range of cafés, continental and ethnic restaurants and noisy nightclubs to choose from as well as unique shops and boutiques, heritage buildings and modern architecture, art galleries and museums, music and live theatre, and even a symphony and ballet.

**How will you create an impact**:
The Executive Assistant provides confidential administrative support functions to the Vice President. The Executive Assistant’s primary responsibilities include coordinating and organizing workflow; determining priorities; composing correspondence (confidential and other) for signature; designing and creating correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; arranging travel and accommodation by booking and confirming flights, vehicles, and hotel reservations; maintaining the integrity and confidentiality of all information which flows through, and is processed for the VP as it pertains to the portfolio, operations, personnel, labour relations, finance, and public affairs; and supporting the VP in setting a positive, collaborative, and efficient tone for the portfolio.

In alignment with IH’s Occupational Health & Safety Program, employees shall adhere to all Occupational Health and Safety policies and procedures at all times and attend all required training. Employees are responsible to report any identified hazards, unsafe conditions or incidents to the manager or supervisor immediately.

**What will you work on**:
1. Provides general administrative support to the VP by:

- coordinating meeting schedules and calendars for the Vice President by prioritizing and arranging appointments, and cancelling and/or rescheduling meetings as required, ensuring that schedules are manageable.
- proofing mailings for spelling, grammar, and clear understanding
- preparing and typing correspondence, memoranda, minutes, confidential reports, and other documents
- opening, screening, and prioritizing daily mail
- acknowledging letters and composing correspondence for signature
- providing supporting information where required
- preparing spreadsheets, graphs, flow charts, and statistics as required
- responding to administrative requests and inquiries
- protecting the security of confidential information by maintaining private files and typing private correspondence

2. Provides meeting management for confidential, high level meetings that may include members of the Board of Directors, CEO, senior IH leadership and external partners.
- collects agenda items, prepares and circulates agenda packages
- transcribes minutes and distributes accordingly
- follows up on action items as required
- ensures appropriate supplies and support materials are available and equipment is in working order.

3. Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.

4. Mentors the administrative team, who schedule meetings and appointments for portfolio Directors ensuring that schedules are manageable by assessing the urgency of meeting requests, ensuring required preparation for meetings is complete, and Directors are provided with pertinent information prior to scheduled meetings.

5. Establishes best practices and provides mentorship for workplace tools and automation.

6. Liaises and coordinates with other Interior Health (IH) Executive and Administrative Assistants, as necessary, to facilitate the many shared matters of daily business.

7. Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Answers routine as well as highly sensitive and confidential inquiries and complaints by determining the nature of the issues and provides information directly or through correspondence. Initiates follow-up processes with staff and others as necessary. Resolves day-to-day proble

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