Executive Assistant/Office Coordinator

Come work as an Executive Assistant/Office Coordinator with Vancouver Coastal Health (VCH)

Vancouver Coastal Health is looking for an Executive Assistant/Office Coordinator to join the VP Medicine team. Apply today to join our team

As an Executive Assistant/Office Coordinator with Vancouver Coastal Health you will:

• Report to the Senior Medical Director, VCH Vancouver Community and provide confidential executive and administrative support to a member of the Vancouver Coastal Health (VCH) Senior Executive Team (SET).
• Coordinate the administrative support functions and flow of information of the VP office and may supervise and/or provide work direction to designated staff.
• Triage information of a sensitive and confidential nature, ensure accurate and timely delivery of administrative services, and keep the SET member apprised of issues and activities. Interact with SET members, senior leaders, managers/directors and administrative support staff across the organization to convey information and promotes positive and respectful relationships.
• Professionally represent the interests of the VP and organization and communicates in a compelling manner to influence and persuade internal and external stakeholders/customers at all levels.
• Work independently and pro-actively to ensure administrative needs of the SET member are met.

Education & Experience

• Graduation from a recognized executive assistant post-secondary Diploma program plus five to seven (5-7) years' experience supporting senior executive(s) or an equivalent combination of education, training and experience.
• Must have advanced word processing, spreadsheet, presentation, desktop publishing, and database software skills and the ability to type a minimum of 60 w.p.m. Bachelor's Degree preferred.

Knowledge & Abilities

• Exercises considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
• Liaises in a professional and courteous manner with SET members, senior leaders, managers/directors, staff and the public to gather and disseminate information.
• Communicates in a compelling, clear and understandable manner (both verbally and in writing) and uses strong persuasion abilities to represent the needs of the SET member and organization.
• Applies excellent time management skills to prioritize and complete assignments in a manner that optimizes departmental effectiveness and contributes to organizational success.
• Practices care and thoroughness when maintaining, monitoring, calculating and summarizing data, records and budget information.
• Collaborates with peers and/or provides leadership and direction to staff to ensure administrative systems and processes are consistently followed and monitored for effectiveness. Ensures gaps are addressed and resolved when identified.
• Employs expertise in the use of desktop computer applications to create a variety of documents and presentations.
• Exhibits strong leadership abilities to coordinate an executive office and administrative staff ensuring seamless delivery of administrative services.

The hours of work including days off and work area may be subject to change consistent with operational requirements and the provision of the Collective Agreement and applicable statutes.

As per Ministry of Health policy, all health care workers working in publicly-funded health care facilities are required to report their past receipt of certain vaccines or history of certain infections. Collecting these records will allow for offering of any missing vaccines, and for appropriate actions to be taken in the event of any future exposure to a communicable disease or during outbreaks. For all new hires and appointments to Vancouver Coastal Health, you will be asked to provide this information as part of the onboarding process. Why Join Vancouver Coastal Health (VCH):VCH is a world class innovator in medical care, research and teaching, delivering service to more than one million BC residents. At VCH, we embrace thinking boldly, taking smart risks, and 'going first' when we believe it will lead to the best possible outcomes for patients and their families. We invite you to join us in creating healthy lives in healthy communities by showcasing our passion for care, connection to the communities we serve and our culture of teamwork that makes VCH a great place to work.
• Comprehensive health benefits package, including MSP, extended health and dental and municipal pension plan
• Grow your career with employer-paid training and leadership development opportunities
• Wellness supports, including counselling, critical incident and innovative wellness services are available to employees and their immediate families
• Award-winning recognition programs to honour staff, medical staff and volunteers
• Access to exclusive discount offers and deals for VCH staff At Vancouver Coastal Health, our vision of healthy lives in healthy communities inspires us and our values and pillars guide us. We support equitable practices, diverse teams and inclusive environments, which are vital to creating welcoming spaces where everyone can bring their whole selves to work and feel supported. We encourage applications from equity-deserving communities, including Indigenous Peoples and members of racialized groups, people with disabilities and people of all gender identities and expressions and sexual orientation.Vancouver Coastal Health is proud to be recognized as one of BC's Top Employers, Canada's Best Diversity Employers and Canada's Top Employers for Young People in 2025.Only short-listed applicants will be contacted for this posting. ***Employees of VCH must apply online via the Internal Career Portal on CareerHub, you are currently viewing the External Career Portal. Refer to the site for instructions on how to view internal job postings and how to apply as an employee. Current VCH employees who apply to this posting using this external site will be considered as an external candidate. Seniority will not apply.***Thank you for your interest in Vancouver Coastal Health.