Executive Assistant

1 month ago

Kelowna, Canada Interior Health Authority Full time

Interior Health is hiring a Permanent Full Time
**Executive Assistant **to join the organization. The Executive Assistant will support confidential administrative functions to the Vice President.

**About this Role**
The Executive Assistant’s primary responsibilities include coordinating and organizing workflow; determining priorities; composing correspondence (confidential and other) for signature; designing and creating correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; arranging travel and accommodation by booking and confirming flights, vehicles, and hotel reservations; maintaining the integrity and confidentiality of all information which flows through, and is processed for the VP as it pertains to the portfolio, operations, personnel, labour relations, finance, and public affairs; and supporting the VP in setting a positive, collaborative, and efficient tone for the portfolio.

**Some Typical Duties and Responsibilities Include**
- Provides general administrative support to the VP by:

- coordinating meeting schedules and calendars for the Vice President by prioritizing and arranging appointments, and cancelling and/or rescheduling meetings as required, ensuring that schedules are manageable.
- proofing mailings for spelling, grammar, and clear understanding
- preparing and typing correspondence, memoranda, minutes, confidential reports, and other documents
- opening, screening, and prioritizing daily mail
- acknowledging letters and composing correspondence for signature
- providing supporting information where required
- preparing spreadsheets, graphs, flow charts, and statistics as required
- responding to administrative requests and inquiries
- protecting the security of confidential information by maintaining private files and typing private correspondence
- Provides meeting management for confidential, high level meetings that may include members of the Board of Directors, CEO, senior IH leadership and external partners.
- collects agenda items, prepares and circulates agenda packages
- transcribes minutes and distributes accordingly
- follows up on action items as required
- ensures appropriate supplies and support materials are available and equipment is in working order.
- Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.
- Mentors the administrative team, who schedule meetings and appointments for portfolio Directors ensuring that schedules are manageable by assessing the urgency of meeting requests, ensuring required preparation for meetings is complete, and Directors are provided with pertinent information prior to scheduled meetings.
- Establishes best practices and provides mentorship for workplace tools and automation.
- Liaises and coordinates with other Interior Health (IH) Executive and Administrative Assistants, as necessary, to facilitate the many shared matters of daily business.
- Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Answers routine as well as highly sensitive and confidential inquiries and complaints by determining the nature of the issues and provides information directly or through correspondence. Initiates follow-up processes with staff and others as necessary. Resolves day-to-day problems as required and advises the VP as necessary.
- Supports the VP in completing required documentation associated with Human Resources including: on staff and change notices, payroll removal forms, payroll queries, and travel reimbursements.
- Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Assembles, edits, and prepares reports in an appropriate format.
- Sets up and maintains manual and computerized filing systems for all correspondence and administration files.
- Arranges travel and accommodations by booking and confirming flights, vehicles, and hotel reservations.

**Some Benefits of Joining Interior Health**

Interior Health strives to create an environment where you enjoy the work you do, the place where you work, and the people around you. Together, we create great workplaces.
- Honouring Interior Health’s commitment to Truth and Reconciliation and the Declaration on the Rights of Indigenous Peoples Act (DRIPA), and Pursuant to Section 42 of the BC Human Rights Code, preferential consideration and/or hiring will be given to qualified applicants who self-identify as Aboriginal (First Nations, Métis, or Inuit)._

**Education, Training and Experience**
- Graduation from a recognized secretarial program. A relevant under-graduate business degree is preferred.
- Five years of experience as an Executive Assistant to a senior official in a large, complex organization.
- Or an equivalent combination of

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