Project Assistant

7 months ago

Vancouver, Canada PHSA Full time

**Project Assistant**

BC Emergency Health Services

Vancouver, BC

In accordance with the Mission, Vision, Values and strategic direction of BCEHS, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at BCEHS. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Director(s) in Business Support Operations, the Project Assistant(s) provide confidential project-related administrative support functions and activities for the Strategic and Transformational Projects, Organizational Performance, Communities & Indigenous Programs, and Planning, Reporting and Evaluation teams. The Project Assistant serves as a vital linkage and communication source between the business support teams, internal and external partners including Ministry and other government officials, health authorities, unions and the public. The Project Assistant ensures all information is managed and coordinated and maintains the integrity and confidentiality of all information which flows through, ensuring accurate and timely delivery of administrative services.

The Project Assistant is responsible for scheduling meetings within multiple conflicting calendars, creating agendas for approval and circulation, taking minutes and distributing them in a timely fashion, tracking action items and ensuring items are transitioned to the appropriate venues for discussion. Assists in producing a variety of accurate and well-designed documents including reports, proposals, briefs, presentations, correspondence and spreadsheets; researches, analyzes and summarizes information, and identifies issues and makes recommendations on administrative matters. Assists in budget development and monitors expenditures, submits HR and Finance information, maintains office equipment and supplies, and develops, implements and evaluates processes, procedures and supports as needed. The Project Assistant maintains the integrity and confidentiality of all information that flows through and is processed for management as it pertains to client care, operations, personnel, labour relations, finance and public affairs as required.

**What you’ll do**
- Functions as the confidential liaison and responds to verbal and written communication directed to the Director’s office including members of other leadership teams and the portfolio’s management team members, Ministry and government officials, external organizations, the public, and other health care authority representatives. Ensures the necessary flow of information while maintaining appropriate levels of security and confidentiality.
- Records minutes on behalf of the business support teams, working group meetings as required by the Director(s).
- Prepares for meetings by ensuring well-defined and designed 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. Initiates follow-up processes with staff, committee members and others. Updates and tracks actions arising out of meetings within the organizational structure.
- Coordinates project related administrative activities on behalf of the Directors and business support teams and participates in projects by coordinating and supporting related activities.
- Manages and maintains electronic calendar including scheduling both internal and external meetings, flagging and rearranging meetings in order to avoid conflicts where necessary for the Director.
- Coordinates meeting schedules and calendars by prioritizing and arranging appointments and cancelling and/or rescheduling meetings as required ensuring that schedules are manageable.
- Coordinates all administrative logistics for meetings, events, education sessions, workshops, videoconferences and teleconferences including appropriate space, equipment and materials and catering requirements.
- Arranges travel and accommodation by booking and confirming flights, vehicles and hotel reservations and ensures receipts are submitted for travel reimbursements/ reconciliations.
- Sets up and maintains manual and computerized filing systems for all correspondence and administrative files.
- Ensures appropriate supplies and support materials are available to project team members and all supplies and equipment are in working order.
- Liaises with IM/IT Helpdesk to resolve any technical difficulties.
- Assists Managers and Analysts reporting to the Director in the preparation of a variety of accurate and well-designed documents including correspondence, briefing notes, presentations, reports, memos and meeting agendas utilizing various software packages, including creation of files, tables, charts and spreadsheets.
- Processes invoices and payments, administrative records management and other related duties as required.
- Maint

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