Executive Assistant to The Vice President or Chief

6 months ago

Vancouver, Canada PHSA Full time

**Executive Assistant to the Vice President or Chief Operating Officer**

Children's & Women's Health Center

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. The Executive Assistant to the Vice President (VP) or Chief Operating Officer (COO) provides confidential administrative assistance and executive secretarial support to the VP or COO. Responsibilities include coordinating the flow of information, ensuring accurate and timely delivery of administrative services for the VP or COO’s office and keeping the VP or COO apprised of issues and activities. Coordinates the flow of information, ensures accurate and timely delivery of administrative service, assists in budget development and monitors expenditures, arranges travel and accommodation, provides project support, submits HR and Finance information, and maintains office equipment and supplies.

**What you’ll do**
- Maintains the VP or COO’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. Makes arrangements for travel and accommodation for attendance at industry meetings and conferences.
- Produces a variety of accurate and well-designed documents including correspondence, memos, meeting agendas and reports utilizing various word processing and spreadsheet software packages, including creation of files, tables and spreadsheets. As requested by the VP or COO, investigates, gathers and compiles information on issues and drafts reports outlining alternative options and recommendations.
- Assists in budget development and monitors expenditures, authorizes expense reimbursements and invoices up to a pre-determined limit. Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment.
- Completes and submits eForms for designated Leaders; processes timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.

**What you bring**

**Qualifications**:

- A level of education, training, and experience equivalent to grade 12 plus graduation from a formal secretarial program plus seven (7) years recent related experience, including three (3) years at a senior level, preferably in a health care environment.
- Ability to work independently and to resolve administrative issues/problems. Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level. Demonstrated flexibility to meet and adapt to changes in organizational priorities. Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines. Demonstrated ability to communicate effectively both verbally and in writing including the ability to respond politely and diplomatically to both internal and external inquiries. Demonstrated interpersonal skills to provide effective administrative support at the executive level. Demonstrated ability to provide guidance and direction to others. Demonstrated ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature. Demonstrated time management skills to assist others in meeting deadlines.
- Ability to type 60 words per minute.

Skills & Knowledge
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).

**What we bring**

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too - offering health, wellness, development programs to support you - at work and at home.
- Join one of BC’s largest employers with province-wide programs, services and operations - offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
- Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
- Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
- Annual stat

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