Executive Assistant/administrative Coordinator Bcehs

1 month ago

Vancouver, Canada PHSA Full time

**Executive Assistant / Administrative Assistant, Senior Leaders Std**

BC Emergency Health Services

Vancouver, BC

Reporting to the Director, Clinical Operations, the Executive Assistant/Administrative Coordinator provides complex confidential administrative and secretarial support to the designated Senior Leader(s) and assists with the activities of multiple programs/departments including workload support and organization-wide activities, relevant human resource actions and subsequent projects and taking direction from other designated personnel as appropriate. The Executive Assistant/Administrative Coordinator manages the day-to-day administrative operations and resolves day to day problems to ensure accurate and timely delivery of administrative service; analyzes, interprets and adapts guidelines; and works independently with mínimal direction to balance priorities and workflow. Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, and interacts with senior leaders, managers/directors and administrative support staff across the senior leaders portfolio and the organization to convey information and professionally represent the interests of the programs/departments/services and the senior leader(s) utilizing strong persuasion and communication abilities and the exchange of information. Attends and records senior management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, and maintains office equipment and supplies. Designs, creates and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; processes confidential and sensitive documents; and drafts and evaluates operating procedures for the assigned areas.

**What you’ll do**
- Maintains a consistently updated and accurate appointment schedule for the senior leader and others as required. Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages/summary documents to assist in decision making and meeting facilitation. Coordinates administrative meeting logistics and makes catering, travel and accommodation arrangements. Attends and acts as a recorder for confidential meetings such as senior management meetings and follows-up on action items and in-services as required.
- Responds to verbal and written communication and liaises internally and externally by screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to the designated Leader or other senior staff for reply. Liaises with external organizations on behalf of the designated Leader to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues. Effectively triages visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.
- Provides work direction and guidance to support staff as needed and checks the work of others to ensure administrative needs of the area are met. Participates in the development and maintenance of administrative and clinical policies and to ensure all staff are aware of and adhere to policies and procedures.
- Assists in budget development ensuring information is current and accurately compiled, monitors expenditures, ensures invoices are authorized to predetermined amounts and analyzes and reports variances for multiple departments/programs. Completes purchase requisitions/online purchasing and forwards for processing and ensures invoices are authorized for payment and submitted for payment.
- Designs and maintains filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the programs/departments using methods that can be easily accessible to assigned staff.
- Completes and submits eForms for designated Leaders; processes timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.

**What you bring**

**Qualifications**:

- Demonstrated ability to communicate effectively both verbally and in writing including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature.
- Ability to be discreet when handling human resource requests, time-sheets and follow-up maintenance.
- Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities.
- Ability to analyze and interpret guidelines.
- Demonstrated ability

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