Executive Assistant President's Office, Bc Cancer

3 weeks ago

Vancouver, Canada PHSA Full time

**Executive Assistant, President’s Office,**

**BC Cancer Agency,**

**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.**

Are you a highly organised person with strong administrative skills? The Executive Assistant, Presidents’ Office is responsible for providing confidential administrative and secretarial support to the President’s Office of the BC Cancer Agency.

**What you’ll do**
- Coordinate key committee meetings such as BC Cancer Agency Executive. Duties including arranging meeting dates and times, gathering background materials/ information/ data for meeting packages from Committee members and pre-circulating those which are appropriate, preparing meeting agendas in consultation with the President, attending all meetings and composing and processing Committee minutes with concise articulation of Action Items, and reviewing and following-up on Committee commitments in a timely fashion.
- Provide consultation and supervision to designated staff, establishing clear definitions of responsibilities for staff, reviewing workload assignments and making adjustments. Conduct performance reviews and complete appraisals. Deal with performance issues as required.
- Maintain vacation calendar for President to ensure adequate administrative support throughout the year. Provide support to those delegated by the President to act in his/her stead during absences.
- Maintain appointment schedule and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests resolving time conflicts, as required.
- Produce a variety of documents including correspondence, memos, meeting minutes and 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.
- Develop, monitor, evaluate and implement office procedures, communicating updates to staff.
- Screen incoming materials, prioritize items for immediate attention and distribute as appropriate. Process incoming and outgoing paper, electronic and voice mail.
- 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.
- Coordinate travel/accommodation for external meetings/conferences by contacting travel agencies, confirming reservations and establishing an itinerary, as required.
- Responsible for maintaining an inventory of supplies and materials in President’s office. Complete purchase requisitions for approval and forwards to Purchasing for processing and receiving supplies. Ensure invoices are authorized and submitted for payment.
- Draft communications on behalf of the President as required.
- Perform other related duties as assigned.

**What you bring**
- 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.
- Ability to work independently and resolve administrative issues/problems. Demonstrated ability to provide guidance and direction to others.
- Ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level.
- Ability to meet and adapt to changes in organizational priorities.
- Strong organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.
- Strong oral and written communication skills with the ability to respond politely and diplomatically to both internal and external inquiries. Utilizes interpersonal skills to provide effective administrative support at the senior management level.
- Proven ability providing guidance and direction to others. Exercises tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
- Demonstrates time management skills to assist others in meeting deadlines.
- Proven experience recording and transcribing minutes of meetings.
- Ability to type 75 words per minute.
- Physically carry out the duties of the position.

**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 - offeri

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