Executive Assistant

5 months ago

Vancouver, Canada PHSA Full time

**Executive Assistant**

Digital Innovation

Remote within BC

You are an organized person with strong communication and problem-solving skills. The Executive Assistant role provides confidential senior administrative support to Senior Leadership - Digital Innovation. This is an opportunity for you to bring your high-level admin skills to support healthcare leaders and an opportunity to progress within the team.

**What you’ll do**
- Functions as the confidential liaison for the senior executive(s) and responds to verbal and written communication directed to the leader’s office including members of other leadership teams and the portfolio’s management team members, Ministry and government officials, external organizations, the public, and other health care authority representatives. Ensures the necessary flow of information through PHSA while maintaining appropriate levels of security and confidentiality.
- Maintains a consistently updated and accurate appointment schedule and time commitments for the senior executive(s) by receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required. Arranges travel and accommodation for attendance at industry meetings and conferences. Coordinates administrative meeting logistics and makes catering, travel and accommodation arrangements. Attends and acts as a recorder for confidential meetings such as senior executive management meetings and follows-up on action items and in-services as required.
- Produces and maintains a variety of accurate and well-designed documents including correspondence, briefing notes, presentations, reports, memos and meeting agendas utilizing various software packages, including creation of files, tables, charts and spreadsheets. As requested by their leader(s), investigates, gathers research and compiles information on issues and drafts reports outlining alternative options and recommendations. Maintains and updates databases, web pages and manuals.
- Develops and implements processes, procedures and other supports as required; identifies issues and develops recommendations for administrative processes. Establishes record management processes, sets up and maintains filing systems.
- Assists in budget development for the executive’s portfolio and monitors expenditures, authorizes expense reimbursements and invoices up to a pre-determined limit, reviews financial status and investigates variances, and applies sound financial principals involving the prudent use of the resources available.
- Prepares for meetings by ensuring well-defined and designed and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials.
- Completes and submits eForms for the executive’s portfolio; processes timekeeping for assigned staff; responds to related queries, and liaises with Finance, Payroll and Human Resources as necessary.

**What you bring**

**Qualifications**:

- A level of education, training, and experience equivalent to graduation from a recognized administrative assistant or business administration post-secondary program plus five (5) to seven (7) years recent related experience, including three (3) years at a senior level in a large complex organization, preferably in a health care environment. Bachelor’s Degree preferred.

Skills & Knowledge
- Ability to work independently and ensure gaps are addressed and resolved when identified. Proven ability to work in a dynamic and fast-paced environment; flexibility to meet and adapt to changes in organizational priorities. Ability to perceive and anticipate the senior executive’s needs and to adapt to their working style
- Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level. Demonstrated organizational and time management skills, and ability to prioritize workload and work under time pressures to meet deadlines.
- Communicates in a compelling, clear and understandable manner (verbally and in writing), responds politely and diplomatically to both internal and external inquiries, and uses strong persuasion abilities to represent the needs of the senior executive and organization
- Demonstrates tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature. Strong sense of teamwork. Ability to foster and maintain positive working relationships. Demonstrated interpersonal skills to provide effective administrative support at the executive level and liaises with various partners in a professional manner.
- High sense of pride in work quality. Practices care and thoroughness when maintaining, monitoring, calculating and summarizing data, records and budget information.
- Ability to type 60 words per minute.
- Commitment to upholding the shared responsibility of creat

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