Executive Assistant, Cfo and Vp, Health Informatics

Article Flag: Mandatory Vaccination Please Note:
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.

Summary:
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 CFO & VP, Health Informatics & Corporate Development, performs a variety of

senior level secretarial and administrative functions to support the efficient coordination of the

office such as scheduling, organizing and attending committee/departmental/Board and

Executive meetings to record minutes, scheduling appointments, screening, prioritizing,

processing and responding to incoming and outgoing correspondence, telephone calls/messages

and acts on requests/inquiries of the office consistent with the Mission, Vision, Values and Stategic

Directions of Providence Health Care (PHC). The position interfaces with external agencies and

senior representatives from both the public and private sector to support CFO & VP Health

Informatics & Corporate Development and the team as a whole.

This role also supports the VP with respect to the oversight and direction of Providence Health

Care Ventures which is the for-profit technology and venture arm of Providence Health Care

Qualifications / Skills and Education:
Education, Training and Experience

A two (2) year post-secondary program in office or business administration plus five (5) to seven

(7) years’ recent experience supporting senior executive(s) or an equivalent combination of

education, training and experience.

Skills and Abilities
- Ability to keyboard at 60 WPM.
- Ability to communicate effectively both orally and in writing.
- Ability to handle confidential information.
- Ability to co-ordinate complex meetings with internal and external contacts.
- Ability to supervise and provide direction to others.
- Ability to demonstrate effective interpersonal skills.
- Ability to organize and prioritize workload.
- Ability to work in a team environment and with mínimal supervision.
- Intermediate to advanced skills using a variety of computerized software packages such

Microsoft Office Suite (e.g., Word, Excel, Access, PowerPoint, Outlook), related databases and

ability to navigate the internet efficiently. Knowledge and use of MS Visio and web publishing

software would be an asset. Duties and Responsibilities:
1. Maintains appointment calendars and time commitments by performing duties such as

receiving requests for appointments and/or information regarding meetings, 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.

Greets and directs visitors, answers in person or telephone inquiries, and receives and relays

messages and couriers. Screens, determines urgency and responds or prioritizes items for

3. Produces a variety of technical, non-technical and confidential materials such as business

proposals, reports, presentation materials, memorandums, formal correspondences, and staff

processing, spreadsheet and graphic software; investigates, gathers and compiles information

on issues and drafts correspondence and/or reports.

4. Maintains current biographies, headshots and work-related social media profiles.

5. Schedules and organizes meetings and seminars by booking meeting rooms, inviting and

confirming attendance of guests, arranging necessary printing, drafting and distributing

handouts, agendas, and minutes. Arranges provision of any necessary equipment such as

flipcharts, overhead projector, microphones as well as catering needs; attends and records

proceeding or participates in presenting information.

6. Performs clerical duties such as faxing, photocopying, setting up and maintaining a variety of

departmental and individual files and records; maintains a bring forward system.

7. Participates in a variety of special projects that may be on-going or time limited focus by

performing a variety of project specific functions such as researching information, coordinating

activities/initiatives and compiling analytical data.

8. Makes travel and hotel arrangements and reservations including confirming dates, contacting

travel agents, obtaining cost and billing information, verifying and forwarding itineraries.

9. Monitors expenditures as required for budgeted areas; maintains equipment and stationary

supplies according to departm