Executive Assistant and Board Liaison

**CLASSIFICATION**:Executive Assistant and Board Liaison
**POSTING**:002N25 - Non Contract
**STATUS**:Regular Full-Time; 75 hours bi-weekly (1.0 FTE)
**WORK AREA**:Hybrid, Based in Vancouver, BC
**EFFECTIVE DATE**:To be confirmed
**Hours**: Monday-Friday; 8:00 am-4:00 pm
**SALARY**:$64,000-$87,000 annually

**PURPOSE**:

- Within the context of a person-centred model of care and, in accordance with the mission, vision, values, and strategic directions of Providence Living Society (PLS), a Catholic-sponsored, faith-based, health care organization focused on long-term care, assisted living, housing and other community services to support seniors, their family members, and caregivers, the Executive Assistant & Board Liaison, promotes a safe, respectful, and civil environment for our seniors, their families, visitors, and for staff._

Reporting to the President & CEO, the position provides a full range of executive administrative support and secretarial services for the President and Chief Executive Officer, Board of Directors and Committees of the Board of PRCC and other designated staff. Coordinates the President and CEO appointment calendar and schedules meetings for the President & CEO with various key stakeholders such Board members, the PRCC leadership team, Providence Health Care, Health Authorities, Denominational Health Association, Archdiocese/Diocese, Ministry of Health officials and physicians. Acts as a recording secretary at meetings, prepares and distributes agendas, and arranges rooms and equipment. Makes travel arrangements. Monitors expenditures for the office and supplies. Prepares and proofs documents and correspondence including gathering and summarizing information required for reports, presentations, and other documentation. Coordinates obtaining formal signatures for official documents. Effectively builds a positive and collaborative relationship with administrative staff throughout PRCC, stakeholders organizations, and individuals interacting with the Office of the President and CEO.

**SPECIFIC ACCOUNTABILITIES**:

- Manages the President & CEO’s and designated Board Members and Vice Presidents’ appointments and time commitments by performing duties such as receiving requests for meetings, speaking engagements and events; determining the urgency of request, scheduling appointments and meetings, coordinating and altering schedules as deemed necessary and liaising with designated personnel internally and externally as required. Books rooms, notifies participants and circulates appointment schedules to attendees.
- Establishes and maintains liaison with Board members, Providence Health Care, Vancouver Coastal Health, Island Health, representatives of the media, other organizations, volunteers and the general public for the purpose of obtaining or providing information.
- Attends and records the minutes at meetings of the PLS Board of Directors and Committee meetings such as Governance and other meetings at the request of the President & CEO or as circumstances dictate.
- Transcribes the minutes of the meeting of the Board of Directors and Board Committee meetings and ensures that the Agenda and all supporting documentation is prepared and available to the appropriate stakeholders five days prior to the Board meeting, or as stipulated in the PLS By-laws.
- Liaises with committee chairpersons to ensure that a meeting is called per the Committees’ Terms of Reference. Ensures that items that need to go through various reporting committees are brought forward for each agenda. Takes follow-up action as a result of meetings attended and maintains a liaison with the Board and Committee members.
- Makes travel and hotel arrangements and reservations including confirming dates, contacting travel agents, obtaining cost and billing information, verifying and forwarding itineraries.
- Screens, triages and responds/acts upon requests and inquires of the Office. Determines urgency and prioritizes issues and items for the attention of the CEO, Board members, VPs or staff as appropriate.
- Responds to routine as well as highly sensitive, confidential inquiries and complaints in a timely manner. Coordinates responses to patient and public inquiries with the appropriate departments as required and initiates follow-up. As appropriate, researches response to inquiry. Maintains a bring forward system.
- Establishes and maintains physical and computerized filing systems to manage correspondence, documents and confidential information.
- Participates in a variety of special projects and events that may be ongoing or time-limited focus by performing a variety of project specific functions such as researching information, coordinating activities/initiatives and compiling analytical data.
- Performs clerical duties such as faxing, photocopying, arranging maintenance/repairs on departmental equipment such as fax, photocopier, and printers and takes appropriate follow-up action with reference to warranty information