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Executive Assistant, PHSA Senior Executive(s)
Executive Assistant, PHSA Senior Executive(s)
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’s Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Executive Assistant to Senior Executive(s) works within a team environment to provide confidential senior level administrative assistance and executive secretarial support to a PHSA Senior Executive Team (SET) member(s). Responsibilities include functioning as a confidential liaison, coordinating the flow of information, ensuring accurate and timely delivery of administrative services, keeping the Senior Executive(s) apprised of issues and activities. The Executive Assistant deals with highly sensitive and confidential issues; makes decisions regarding what needs to be completed that requires analysis and interpretation, and exercises initiative, judgment and problem solving skills to complete work, judgments affect the accuracy, reliability and acceptability of further processes or services in the organization. The Executive Assistant ensures accurate and timely delivery of professional administrative services, assists in budget development and monitors expenditures, arranges travel and accommodation, supports board committee meetings and the preparation/coordination of board/executive materials, provides project support, submits HR and Finance information, and maintains office equipment and supplies.
What you’ll do
- Functions as the confidential liaison for the Senior Executive and responds to verbal and written communication directed to their offices from members of the Executive, other leadership teams, the operating division’s management team members, Ministry and government officials, external organizations, the public, and other health care authority representatives.
- Screens requests and inquiries, makes a determination on importance/urgency of request, provides a response and/or forwards to the Senior Executive or other staff for reply, and ensures follow-up by relevant personnel on emergent issues. Utilizes a thorough knowledge of the operating divisions and the overall health authority in addition to strong communication and interpersonal skills to respond effectively.
- Provides leadership to others in the form of guidance and direction on interpretation and application of organizational policies and procedures as well as the exchange of information to others internal and external to the organization.
- Maintains the Senior Executive’s appointment schedule and other time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required. Coordinates all administrative logistics for meetings and other events. Makes arrangements for travel and accommodation for attendance at industry meetings and conferences.
- Produces and maintains a variety of accurate and well-designed documents including correspondence, briefing notes, presentations, memos, meeting agendas/minutes, graphs, and reports utilizing various word processing and spreadsheet software. Proofreads and edits documents for grammar and stylistic consistency. As requested, investigates, gathers and compiles information on issues and drafts reports outlining alternative options and recommendations. Attends, acts as a recorder and supports confidential meetings including management meetings.
- Assists in budget development and monitors expenditures, reviews and authorizes expense reimbursements and invoices in accordance with PHSA policies up to a pre-determined limit, and applies sound financial principals involving the prudent use of the resources available. Completes purchase requisitions/on-line purchasing and forwards for processing, and ensures invoices are authorized and submitted for payment.
- Assists with completing required HR documentation, submits eForms for designated Leaders; processes timekeeping and performance management for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.
- Supports Board committee(s), prepares draft agenda and materials, liaises with Board Liaison, participates in the development and coordination of Board/Executive materials, and ensures all documentation is reviewed and approved by the required deadline(s).
- Participates in a variety of projects and initiatives. Responsibilities include researching information, tracking statistical data and compiling and analyzing data, and interpreting and applying policies and procedures. Manages projects by corresponding with key stakeholders, monitoring milestones and tracking action plans. Ensures the necessary flow of information through PHSA while maintaining appropriate levels of security and confidentiality.
- Liaises and coordinates with other Executive and Administrative Assistants to facilitate the many shared matters of daily business. Provides support functions for the whole office and, where required, work direction from/to others.
What you bring
- A level of education, training, and experience equivalent to grade 12 plus graduation from a formal secretarial program plus five to seven (5-7) years recent related experience, including three (3) years at a senior level in a large complex organization, preferably in a health care or public sector environment.
- Demonstrated interpersonal skills to provide effective administrative support at the executive level. Demonstrated ability to work as part of a team as well as independently to resolve administrative issues/problems. Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level. Demonstrated flexibility to meet and adapt to changes in organizational priorities. Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines. Demonstrated ability to communicate effectively both verbally and in writing including the ability to respond politely and diplomatically to both internal and external inquiries. Demonstrated proofreading and literacy skills. Demonstrated ability to provide guidance and direction to others. Demonstrated ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature. Demonstrated time management skills to assist others in meeting deadlines.
- Ability to type 60 words per minute.
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: $60,427 - $86,863 /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: 1333 W Broadway, Vancouver, BC V6H 1G9
Closing date: Applications accepted until position is filled
Hours of Work: 08:30-16:30 (Monday to Friday)
Requisition # 152404E
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 September 25, 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 firstname.lastname@example.org and a Help Desk Representative will contact you the next business day.