Administrative Assistant, Business Planning

2 weeks ago

Vancouver, Canada PHSA Full time

**Administrative Assistant, Business Planning**

Business Planning

Vancouver, BC

**There are 3 positions available to cover for this role.**

Reporting to the Executive Director Business Planning, the Administrative Assistant provides administrative support to the Executive Director, Business Planning as well as manages the day-to-day administrative operations for the Business Planning team. The Administrative Assistant coordinates the flow of information, undertakes special projects and reports, prepares junior financial analysis, researches, and gathers financial information, assists the Executive Director with the preparation of confidential strategic information, and ensures accurate and timely delivery of administrative and supporting services for both the Executive Director and the Business Planning team.

**Scope and Complexity**

***

The Administrative Assistant follows administrative and finance policies and procedures and receives general guidance on specific tasks. This position works independently to balance priorities and workflow to provide efficient and effective financial support to team members of the Business Planning department. The demanding and ever-changing nature of the corporate environment adds complexity to the business planning role and requires flexibility to assist others in achieving time critical goals. The Administrative Assistant exercises initiative, judgment and problem-solving skills to complete work. Judgments affect the accuracy, reliability and acceptability of further processes or services in the organization.

**Communications**

The Administrative Assistant has regular contact with members of management and other leadership teams as well as the operating division’s management team members to discuss objectives and priorities and to ensure the necessary flow of information through the Corporate Director’s office. The Administrative Assistant is a communication link between Business Planning, other operating divisions and corporate support services, and receives questions from administrative support across the organization seeking advice and guidance.

The Administrative Assistant’s external communication role includes liaising with government agencies, external organizations, other health authority representatives, members of the general public and visitors to the organization to provide and/or receive information. The Administrative Assistant utilizes judgment and initiative when responding to information requests.

**What you’ll do**
- Produces a variety of documents including correspondence, memos, meeting agendas and reports utilizing various word processing, spreadsheet and project management software packages, including creation of files, tables, spreadsheets and project plans. As requested by the Corporate Director investigates, gathers and compiles information on issues and drafts reports outlining alternative options and recommendations. Photocopies and distributes documentation such as correspondence and reports.
- Researches and compiles information for the preparation of speeches, presentations and reports. Develops presentation materials, including graphs, charts and slides, using desktop publishing and presentation software and digital recording technology.
- Investigates financial matters for discrepancies and variances under the direction of the Corporate Director and senior members of the Business Planning department.
- Screens incoming materials, prioritizes items for immediate attention and distributes as appropriate. Responds to routine written inquiries and materials by composing and signing correspondence or drafting for signature. Processes incoming and outgoing paper, electronic and voice mail.
- Participates in a variety of meetings through methods such as drafting agendas, gathering background materials including reports and handouts, attending and recording proceedings, preparing and distributing minutes and taking follow-up action such as drafting correspondence for the Corporate Director’s signature, ascertaining status of item/issue and investigating designated items.
- Maintains the Corporate Director’s appointment schedule and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required.
- Responds to verbal and written communication directed to the Corporate Director’s office. Responsibilities include screening requests and inquiries, making a determination on importance/urgency of request, providing a response and/or forwarding to the Corporate Director or other senior staff for reply. Liaises with external organizations on behalf of the Corporate Director to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
- Assists in budget development and monitors expenditures. Authorizes expense reimburseme

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