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Executive Assistant

4 months ago

New Westminster, Canada Health Sciences Association of BC Full time

**EMPLOYMENT OPPORTUNITY**

**Executive Assistant (Regular / Full-time)**
- HSA recognizes the efforts of our employees and is committed to excellent compensation, superior benefits, and ongoing recognition to maintain work/life balance._

**WHO WE ARE**

The Health Sciences Association of BC (HSA) is a dynamic union delivering modern health care to British Columbians. HSA represents more than 20,000 health science and community service professionals at over 265 hospitals and agencies in acute care, long-term care and community health across the province. In addition to negotiating collective agreements for its members, HSA works to preserve and promote public health care in Canada through campaigns and affiliations. For more information about HSA, please visit our website at hsabc.org.

**WHAT WE ARE LOOKING FOR**

HSA is looking for an experienced individual to fill the regular, full-time position of Executive Assistant at its office in New Westminster, British Columbia. This is a senior administrative assistant role of an executive nature in the union office. The position entails providing confidential administrative assistance to the President, the Board of Directors and providing backup administrative assistance for the Excluded Management Team.

This position reports to the Executive Director - Governance and Member Development and is excluded from the HSA’s staff union.

**DUTIES AND RESPONSIBILITIES**
- Performs a wide variety of confidential administrative duties for the President and the Board of Directors:

- Meets regularly with the President to prioritize and streamline workflow originating from incoming mail, external requests and provides updates on current projects.
- Maintains the President’s calendar.
- Answers and prepares correspondence as directed.
- Screens incoming calls and arranges and coordinates conference calls and video conferences.
- Receives and relays messages (with a wide variety of contacts including government officials, the membership, officers, social organizations, professional associations, etc.).
- Makes travel arrangements.
- Prepares agendas and takes minutes following Bourinot’s Rules of Order for internal and external stakeholder meetings.
- Monitors and supports follow up on business arising from meetings, including preparing draft backgrounders for the Board of Directors and Management Team.
- Works closely with staff from the National Union of Public and General Employees (NUPGE) on meetings taking place across the country.
- Provides administrative assistance at union governance events that may be held off site.
- Sets up and maintains confidential filing systems.

**QUALIFICATIONS & REQUIREMENTS**
- Minimum of seven years’ senior administrative experience in progressively more complex roles, including at least three years at an executive level.
- Successful completion of post-secondary office administration or administrative training.
- Ability to operate and function effectively at the advanced level of MS Office in word processing and other software relevant to the function of the job.
- Proficiency in MS Teams, WebEx, and other online meeting platforms.
- Ability to communicate effectively:

- Excellent oral and written English communication skills.
- Ability to maintain absolute confidentiality and respond effectively and supportively as a collaborative member of the excluded staff team.
- Ability to exercise courtesy, diplomacy, and tact at all times with a wide variety of internal and external contacts.
- Demonstrated attention to detail and the ability to deal with pressures from volumes of work and strict deadlines.
- Demonstrated ability to draft and proofread complex documents.
- Demonstrated ability to take electronic verbatim and general notes of meetings.
- Ability to be flexible and work outside of regular working hours when necessary.
- Ability to work both independently without supervision and collaboratively within the excluded administrative support team, initiating action on a variety of administrative detail that includes highly sensitive and restricted matters.

**Salary**: $83,000 to $93,000 per annum, based on a 36-hour work week.

**HOW TO APPLY**

**Closing Date: June 23, 2024**
- No phone calls please._
- We thank all applicants for their interest and advise that only those shortlisted will be contacted._

**Job Types**: Full-time, Permanent

Pay: $83,000.00-$93,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person

Application deadline: 2024-06-23