Work Site: Human Resources - 601 West Broadway, Vancouver, BC
Regular Full Time
As soon as possible
0800-1600, with Saturday, Sunday, and statutory holidays off
We have an exciting opportunity as the Executive Assistant to the Vice President here at Vancouver Coastal Health (VCH) - apply today to join our team!
About the Role:
The Executive Assistant works independently and interfaces with Vice Presidents, Chief Operating Officers, Directors, Managers and staff at all levels of the organization. The incumbent also liaises with community and government agencies to coordinate the flow of information and keeps the Executive Director apprised of issues and activities. This position supports the Vice President/Executive Director by performing duties such as:
screening, triaging and acting upon requests and inquiries;
maintaining appointment diaries;
making travel arrangements;
preparing correspondence and producing documents;
maintaining timekeeping records;
participating in meetings and taking minutes;
taking follow-up action, providing input into the budget;
and monitoring budget reports and dealing with routine human resources matters.
The Team & Stakeholders
The Executive Assistant reports directly to the Executive Director. Primary working relationships are with the Directors and Managers within the designated portfolio. The incumbent works closely with other administrative support positions in a team atmosphere. The Executive Assistant also works closely with project teams and acts as a liaison between project staff and the Executive Director.
The Executive Assistant provides administrative leadership to others in the form of advice and guidance on information regarding organizational policies, formal agreements and departmental/program activities. They will oversee administrative policies and procedures for the assigned area and provide senior secretarial support for the Executive Director. They will often be required to triage issues of a sensitive and confidential nature. In addition, the Executive Assistant provides senior secretarial support services and financial and general office support including scheduling of appointments, screening mail and inquiries, taking minutes, preparing materials using various desktop software applications, monitoring budget reports, processing expense reimbursements and invoices up to predetermined limits, overseeing petty cash, maintaining timekeeping/payroll records and ordering supplies for the office.
The Executive Assistant liaises with representative of external organizations including other health authorities such as the Provincial Health Services Authority (PHSA), Providence Health Care (PHC), community groups/agencies and government agencies to gather information, coordinate the flow of information to the appropriate personnel and respond to inquiries. Communications can be sensitve and the incumbent must utilize a thorough knowledge of VCH in addition to strong communication and interpersonal skills to respond effectively to these inquiries.
Education & Experience
Grade 12, completion of a recognized secretarial program and five (5) years’ of experience in a senior secretarial and/or administrative capacity, or an equivalent combination of education, training and experience.
Knowledge & Abilities
Demonstrated ability to work independently to triage and resolve administrative issues/problems.
Advanced word processing, spreadsheet, database, and presentation graphics skills in a Windows environment (e.g. Word, PowerPoint, Email, Outlook, Calendar, Excel).
Demonstrated ability to type 60 words per minute and operate office equipment.
Only short-listed applicants will be contacted for this posting.
***Employees of VCH must apply via the Internal Application Process. Refer to the https://my.vch.ca/working-here/job-postings site for How to Apply instructions. 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.