Executive Assistant, Medical Affairs

7 months ago

Vancouver, Canada Providence Healthcare Full time

Article Flag: Mandatory Vaccination Please Note:
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.

Summary:
We acknowledge that Providence Health Care & the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.

**The Opportunity**

**Working at Providence Health Care**

**Position Overview**

Reporting to a member of the Senior Leadership Team (SLT) and Senior Medical Director (SMD), the Executive Assistant performs a variety of senior level secretarial and administrative functions to support the efficient coordination of the office such as:

- scheduling, organizing, and attending meetings
- recording minutes
- scheduling appointments
- screening, prioritizing, processing and responding to incoming and outgoing correspondence, telephone calls, and messages
- acting on requests and inquiries of the office

The position interfaces with external agencies and senior representatives from both the public and private sector to support the SLT member and the team as a whole and may provide work direction and senior administrative leadership to secretarial support positions.

Qualifications / Skills and Education:
**Education**
Grade 12. Completion of a recognized secretarial program, with additional courses such as: business training, communications, and people skills. Five years recent senior level secretarial experience, or an equivalent combination of education and experience.

**Skills and Abilities**
- Ability to keyboard at 60 WPM.
- Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g., Word, Excel, Access, PowerPoint, Outlook), related databases, and ability to navigate the internet efficiently. Knowledge and use of MS Visio and web publishing software would be an asset.
- Ability to communicate effectively both verbally and in writing
- Ability to handle confidential information
- Ability to co-ordinate complex meetings with internal and external contacts.
- Ability to demonstrate effective interpersonal skills
- Ability to organize and prioritize workload
- Ability to work in a team environment and with mínimal supervision

Duties and Responsibilities:
Maintains appointment calendars and time commitments for the SLT member and SMD by performing duties such as receiving requests for appointments and/or information regarding meetings, determining the urgency of request, scheduling appointments and meetings, coordinating and altering schedules as deemed necessary and liaising with designated personnel internally and externally as required. Books rooms, notifies participants and circulates appointment schedules to attendees.

Screens, triages and responds/acts upon requests and inquires of the office. Greets and directs visitors, answers in person or telephone inquiries, and receives and relays messages and couriers. Screens, determines urgency and prioritizes issues and items for the attention of the SLT member, SMD or team staff as designated; processes incoming and outgoing mail.

Schedules and organizes meetings and seminars by booking meeting rooms, inviting and confirming attendance of guests, arranging necessary printing, drafting and distributing handouts, agendas, and minutes. Arranges provision of any necessary equipment such as flipcharts, overhead projector, microphones as well as catering needs; attends and records proceedings or participates in presenting information.

Performs clerical duties such as faxing, photocopying, setting up and maintaining a variety of departmental and individual files and records; maintains a bring forward system.

Participates in a variety of special projects that may be on-going or time limited focus by performing a variety of project specific functions such as researching information, coordinating activities/initiatives and compiling analytical data.

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