Vancouver Corporate Office
In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Assistant to the office of the Chief Executive provides confidential administrative and secretarial support, and assists with the activities of the CEO Office and Executive Leadership Team. The Assistant to the office of the Chief Executive follows administrative policies and procedures and works independently with minimal direction to balance priorities and workflow. The Assistant to the office of the Chief Executive interacts with executive leaders and administrative support staff across the organization to convey information and professionally represent the interests of the CEO office utilizing strong communication skills. Works independently and communicates with internal and external stakeholders/customers. The Assistant to the office of the Chief Executive determines courses of action from established alternatives to make decisions that will have a positive impact on the CEO office and exercises initiative, judgment and problem-solving skills to complete confidential, time-sensitive work.
What you’ll do
Provide administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
Prepare documents including presentations, spreadsheets, correspondence, meeting minutes, and reports in an accurate and timely manner. Utilize a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted. Compile information into structured reports.
Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages/summary documents to assist in decision making and meeting facilitation.
Attend meetings and in-services as directed to support the CEO office. Supports board meetings, retreats, and other events as required. Makes catering, travel and accommodation arrangements.
Serve CEO office and Executive Leadership team visitors by greeting, welcoming, and directing them appropriately. Notifies executives and/or executive assistants of visitor arrival. Maintains security and confidentiality of visitors as required.
Complete purchase requisitions/online purchasing, forwards for processing and ensures invoices are authorized and submitted for payment.
Complete and submit timekeeping records, vacation entitlements and responds to related queries from departments such as Finance, Payroll and Human Resources.
Design and maintain filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the department using methods that can be easily accessible to assigned staff.
Provide project support & coordination to the CEO office as directed.
What you bring
A level of education, training and experience equivalent to graduation from a recognized post-secondary administrative assistant/secretarial program, additional course work in advanced word processing, spreadsheet, and database applications.
Four (4) years' progressive experience supporting senior level management.
You have demonstrated ability to:
Demonstrated ability to communicate effectively both verbally and in writing including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature.
Ability to be discreet when handling human resource requests, time-sheets and follow-up maintenance.
Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities.
Demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries.
Demonstrated knowledge and ability to utilize related equipment and computerized software packages such as word processing, spreadsheet, database applications, scheduling, email, and internet applications at an advanced level.
Demonstrated ability to record and transcribe minutes of meetings.
Ability to type 60 words per minute.
What’s in it for you
Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.
Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth and development.
Access to more than 2,000 in-house training programs.
Enjoy a comprehensive benefits package, including municipal pension plan.
12 annual statutory holidays with generous vacation entitlement and accruement.
Perks include onsite fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.
Job Type: Regular Full-Time
Location: Vancouver, BC
Requisition #: 51220
What we do
Provincial Health Services Authority (PHSA) plans, coordinates and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Cultivate partnerships – Serve with purpose. Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services.
PHSA is committed to employment equity and hires on the basis of merit, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, backgrounds and experiences, and value a safe, inclusive and welcoming environment.