Executive Assistant Vp Office, Bc Children's and

7 months ago

Vancouver, Canada PHSA Full time

**Executive Assistant VP Office,**

**BC Children's and Women's Health Centre,**

**Vancouver BC**

**As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.**

**Job Summary**

Reporting to the Vice President, the Executive Assistant provides confidential administrative and secretarial support to the Vice Presidents of BC Children’s Hospital and Sunny Hill Health Centre and BC Women’s Hospital & Health Centre. The Executive Assistant is responsible for appointment and meeting coordination, the preparation and processing of documents and information, keeping the Vice Presidents apprised of issues and activities.

**What you'll do**

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 Vice Presidents. The demanding and ever-changing nature of the environment adds complexity to the administrative role and requires flexibility to assist others in achieving time-structured 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

The Executive Assistant has regular communication with the Directors, other leadership teams as well as senior management team members to ensure the necessary flow of information through the Vice Presidents’ office. The Executive Assistant has regular contact with other support roles in the organization to coordinate schedules and facilitate the exchange of information.

The Executive Assistant’s external communication role involves liaising with government agencies, external organizations, other health authority representatives, legal representatives, members of the general public and visitors to the organization to provide and/or receive information. The Executive Assistant utilizes judgment and initiative when responding to information requests.
- Maintain 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. Resolve time conflicts as required.
- Respond to verbal and written communication directed to the Vice Presidents’ office. Responsibilities include screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to other senior staff for reply. Liaise with external organizations on behalf of the Vice Presidents to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
- Produce a variety of documents including correspondence, manuscripts, memos, minutes, and meeting agendas from handwritten copy and/or Dictaphone using various word processing, spreadsheet and presentation software packages, including creation of files, tables and spreadsheets. Photocopy and distribute documentation such as correspondence and reports.
- Screen incoming materials, prioritize items for immediate attention and distributes as appropriate. Respond to routine written inquiries and materials by composing and signing correspondence or drafting for signature. Process incoming and outgoing paper, electronic and voice mail.
- Participate 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 Vice Presidents’ signature, ascertaining status of item/issue and investigating designated items.
- Design and maintain filing and distribution systems for a variety of records and files such as correspondence and reports by methods such as indexing binders, creating and labelling files and filing information. Maintain a bring-forward system.
- Make arrangements for travel and accommodation for the Vice Presidents for attendance at industry meetings and conferences by performing duties such as contacting travel agencies, confirming reservations and establishing an itinerary.
- Monitor budgetary expenditures. Authorize expense reimbursements and invoice up to a pre-determined limit.
- Perform other related duties as assigned.

**What you bring**

Education, Training and Experience

A level of education, training and experience equivalent to Grade 12 plus graduation from a recognized secretarial program plus seven (7) years recent related experience, including a minimum of three (3) years at a senior level.

Skills and Knowledge
- Ability to work independently and resolve administrative issues/problems.
- Demonstrated ability to use rela

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