Executive Assistant/Admin Coordinator

Executive Assistant/Admin Coordinator

BC Emergency Health Services

Vancouver, BC

The EA serves as a critical linkage between the particular program area and the other executive teams within the BCEHS and the PHSA. Responsibilities include coordinating information flow for briefing notes, speaking notes, media releases, preparing confidential and sensitive personnel related correspondence, scheduling time, arranging meetings and setting priorities.

The work environment is strictly confidential, fast, challenging, and high profile. Excellent relationships with clients and diplomacy are required to ensure the effective operations of the office.

What you’ll do

• Works independently and makes independent decisions for the Executive Director at an appropriate level in managing competing priorities for the Executive Director’s time.
• Researches specific topics, compiles information and drafts reports. Provide briefing materials, correspondence, meeting minutes and other documents of a technical and confidential nature, including the following:

o    Plans and proposals related to organizational and budget changes which impact all staff, including departmental relocation, employee job duties, reassignments, overall staffing complements, etc.

o    Investigations and related processes which may involve potential employee disciplinary outcomes.

o    Discussion minutes and reports on employee performance issues.

o    Meeting minutes and reports on employee absenteeism and disability management plans.

o    Research and correspondence related to grievance investigations and grievance responses.

o    Internal investigations involving employee harassment complaints and proceedings.

o    Departmental performance audits and related contract documents.

o    Strategic planning meeting minutes including planned changes which may impact staff.

o    Confidential reports for the Provincial Health Authority board.

• Participates in meetings and/or discussions related to the responsibilities outlined in point # 2.
• Reviews the content of employee personnel files and provides the Executive Director with any relevant documents and information in relation to the responsibilities listed in point # 2.
• Establishes and maintains effective working relationships with the executive offices and management teams of BCAS, BCEHS, Ministry of Health and Regional Heath Authorities to ensure the effective operation of the program area.
• Manages the issues management tracking systems and liaises with BCEHS and BCAS senior executive and operations management, PHSA, other Health Authorities, and the Ministry of Health to ensure timely and accurate responses.
• Manages the schedules of the program area Executive Director and committees including coordinating appointments, making travel arrangements and booking meetings and conference calls.
• Coordinates the flow of information on issues and responses, identifies, researches, and responds
• to issues and drafts responses for signature of the Executive Director.
• Supports the efficient operation of the program area by implementing and maintaining appropriate systems and procedures.
• Supervises, assigns work, monitors work flow/processes, and manages the performance of support staff for the northern district operations/and other district areas as delegated.
• Attends meeting and/or committees/projects and acts as Secretary, recording and distributing minutes.
• Prepares travel vouchers ensuring all appropriate documentation is correct. Tracks staff and travel expenses for specific projects. Prepares business expense approvals, orders office supplies, and manages petty cash.

What you bring

Qualifications

• Diploma in Administration plus at least 3 – 5 years of senior executive administrative support experience or considerable experience working in senior administrative positions or an equivalent combination of education and experience.
• The ability to plan and organize work to accomplish objectives in a busy, fast paced executive office.
• The ability to analyze problems, identify key factors and underlying causes, and generate solutions.
• The ability to influence, persuade and convince others to adopt a course of action
• The ability to maintain clear and open communication with internal and external clients regarding mutual expectations, client satisfaction, and take action to correct problems promptly without judgement.
• The ability to work creatively within standard procedures to fit a specific situation to meet operational objectives.
• The ability to work cooperatively within diverse work teams
• The ability to establish effective systems and processes and monitor to meet and or exceed objectives
• The ability to effectively plan 1 – 3 months in advance to ensure that issues and opportunities are addressed in a proactive manner.
• The ability to supervise, delegate work/processes, and monitor/manage performance of subordinate staff.
• The ability to remain calm in a fast paced environment.
• Knowledge of government and/or health related financial procedures.
• Advanced skills in Micro Soft Office products including the ability to use Excel effectively.
• Good written communications skills.
• Demonstrated attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.

Skills & Knowledge

• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge of social, economic, political and historical realities impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).

What we bring

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, development, and recognition programs that honour the commitment and contribution of all employees.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Regular, Full-time

Salary Range: $55,677 - $73,076 /year. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.
Location: 2955 Virtual Way #302, Vancouver, BC V5M 4X3
Closing date: Applications accepted until position is filled
Hours of Work: 0830-1630 (Monday to Friday)
Requisition # 155825E

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

What we do

The Provincial Health Services Authority (PHSA) plans, manages 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, 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, background and experience, and value a safe, inclusive and welcoming environment.

Reconciliation is an ongoing process and a shared responsibility for all of us. The BC Governments’ unanimous passage of the Declaration on the Rights of Indigenous Peoples Act was a significant step forward in this journey—one that all health authorities are expected to support as we work in cooperation with Indigenous Peoples to establish a clear and sustainable path to lasting reconciliation. True reconciliation will take time and ongoing commitment to work with Indigenous Peoples as they move toward self-determination. Guiding these efforts Crown agencies must remain focused on creating opportunities that implement the Truth and Reconciliation Commission Mandate.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.ca  

Please note the internal job posting will no longer be accessible after the expiry date of November 24, 2023. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.

If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday – Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.