Administrative Assistant

**Salary**: The salary range for this position is CAD $29.30/Hr. - CAD $38.45/Hr.
Summary:
We acknowledge that Providence Health Care & the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.

Within the context of a client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, the person promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.

Reporting to the Executive Director(s) at a designated level, the Administrative Assistant 2 is a senior level administrative support position. The role works with independence to perform a variety of confidential administrative and secretarial support functions for designated Executive Director(s) and senior leaders within the Executive Director’s portfolio. Coordinates the flow of information and daily activities of the office of the Executive Director(s). Produces reports, maintain databases and develop presentation materials using a variety of software programs. Maintains the Executive Director’s and/or other specified leader’s calendars including scheduling and coordinating meetings, distributes agendas, takes minutes and follows up as necessary. Processes and disseminates information including confidential medical-legal, labor relations, and disciplinary correspondence. Supports the preparation of financial and statistical documentation. Works with other administrative and clerical staff to ensure coverage in designated areas and/or to assist with priority projects. May provide guidance and direction to other administrative assistants or clerical staff.

The Administrative Assistant 2 interacts regularly with PHC senior leaders and their administrative staff, representatives of government, unions, academic and research institutions and private business organizations to convey information and professionally represent the interests of the department using strong persuasion and communication abilities and the exchange of information. Builds positive and respectful relationships.

What You Bring:
Education, Training and Experience
Grade 12, graduation from a recognized secretarial or office administration program plus four (4) years’ recent, related experience including one (1) year supporting a senior leader or equivalent combination of education, training and experience. Previous experience working in a health care setting is an asset.

Skills and Abilities
- Demonstrated organizational skills to effectively prioritize workload and meet deadlines.
- Ability to manage multiple complex and competing priorities.
- Effective interpersonal and organizational skills and the ability to maintain effective working relationships.
- Ability to communicate effectively both verbally and in writing.
- Ability to use strong persuasion abilities to represent needs of the senior leader.
- Ability to work independently with mínimal supervision.
- Ability to keyboard at 50 WPM.
- Ability to handle confidential information with tact and discretion.
- Ability to problem-solve and develop solutions.
- Working knowledge of basic record keeping and bookkeeping/accounting procedures and concepts.
- Demonstrated ability to work effectively, both independently and as part of a team.
- Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook), related databases and Internet. Knowledge and use of MS Visio and web publishing software would be an asset.
- Ability to provide direction and guidance to clerical staff to ensure administrative systems and processes are consistently followed and monitored for effectiveness.
- Ability to use related equipment.
- Physical ability to perform the duties of the position.

What We Offer:

- A comprehensive health benefits package including dental, vision, and life insurance as well as pension.
- Hybrid work opportunity.

**State-of-the-art facilities**: The new St. Paul’s Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada, designed to appropriately address the future health needs of patients, families and our communities. From hospital care to primary and community health solutions, the new St. Paul’s Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul’s Hospital is expected to open in 2027.

1.Maintains the calendar of the Executive Director(s) and/or other designates. Schedules, prioritizes and organizes meetings and events. Considers urgency and nature of request and resolves time conflicts. Follows up with the Executive Director(s) on time-sensitive issues. In