Executive Assistant to Head, Department of

1 month ago

Vancouver, Canada PHSA Full time

**Executive Assistant to Head, Department of Pediatrics**

Paed Physicians Central Admin C&W

Vancouver, BC

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Reporting to the Head, Department of Pediatrics, the Executive Assistant provides confidential administrative and secretarial support to the Head, Department of Pediatrics at Children’s & Women’s Health Centre of British Columbia (C&W). The Executive Assistant is responsible for coordinating the flow of information and day to day activities, ensuring accurate and timely delivery of administrative services for the Head’s office, including appointment and meeting coordination, the preparation and processing of documents and information, the maintenance of the office support systems and support, coordination of relevant personnel and committees aligned with the Department, and keeping the Head apprised of issues and activities. In addition, this position oversees and participates in projects as assigned by the Head.

Scope and Complexity
- The Executive Assistant follows administrative policies and procedures and receives general guidance on specific tasks. This position works independently to balance priorities and workflow to provide efficient and effective administrative support to the Head. The demanding and ever-changing nature of the organizational and corporate environment adds complexity to the administrative role and requires flexibility to assist others in achieving time-structure goals. The Executive 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
- Internally, the Executive Assistant regularly communicates with members of the Executive Team, Program Directors, Department members and other leaders within C&W and across the PHSA. The Executive Assistant has regular contact with other support roles in the organization to coordinate schedules and facilitate the exchange of information, receiving questions and providing advice and guidance..
- External communication includes liaising with Ministry and government agencies, external organizations, other health care authority representatives, legal representatives, members of the general public and visitors to the organization to provide and/or receive information. The Executive Assistant utilizes a thorough knowledge of the operating division, the overall health authority, and strong communication and interpersonal skills to respond effectively, which requires judgment and initiative when responding to information requests.

**What you’ll do**
- Maintains the Department Head‘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 Department Head. Responsibilities include screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to the Head or other senior staff for reply. Liaises with external organizations, such as community government agencies, on behalf of the Head to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
- Produces a variety of documents including correspondence, memos, manuscripts, newsletters, brochures, flyers, minutes and meeting agendas from handwritten copy and/or Dictaphone using various word processing, spreadsheet and presentation software packages, including creation of files, and tables. Photocopies and distributes documentation such as correspondence and reports. As requested, investigates, gathers and compiles information on issues and drafts reports outlining alternative options and recommendations.
- 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 Head’s signature, ascertaining status of item/issue and investigating designated items.
- Designs and maintains filing and distribution systems for a variety of records and files such

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