Executive Assistant, PHSA Senior Executive(s)

Executive Assistant, PHSA Senior Executive(s)

PHSA Corporate

Vancouver, BC

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

Qualifications

• 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.
• Demonstrated knowledge of the historic and ongoing impacts of settler colonialism on Indigenous Peoples in social and health contexts, including supported by significant knowledge of Indigenous-specific mandates, including clear understanding of and commitment to eradicate Indigenous-specific racism and discrimination and embed Indigenous Cultural Safety and Humility.
• Demonstrate comprehensive knowledge of the historic and ongoing impacts of settler colonialism and systemic racism on Indigenous Peoples within social and health contexts. This includes understanding how these factors contribute to current health disparities and barriers to care. Show a clear commitment to identifying, challenging, and eradicating Indigenous-specific racism and all forms of discrimination impacting equity-deserving groups within health care settings. This involves familiarity and understanding Indigenous Cultural Safety and Humility recognizing personal biases, institutional barriers, engaging in anti-racism education and training and advocating for systemic change.
• Demonstrated knowledge and understanding of legislative obligations and provincial commitments within [insert name of Program Area] contexts found in the foundational documents including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study - BC Human Rights Code, BC Anti-racism Act and how they intersect across the health care system.

Core Competencies

• Brings an understanding of the Indigenous specific racism and the broader systemic racism that exists in the colonial health care structure, and has demonstrated initiatives in breaking down barriers and ensuring a safe environment ensuring a sense of belonging to all and informed by Indigenous Cultural Safety.
• Awareness of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (the Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

Skills & Knowledge

• Demonstrates a commitment to beginning and/or continuing their personal learning journey related to Indigenous-specific racism and dismantling systems of oppression, as well as addressing racism more broadly. Shows willingness to articulate and share their learning experiences to contribute to a culture of motivation and inspiration among peers.
• Demonstrates foundational knowledge of the social, economic, and political realities of settler-colonialism and its impacts on Indigenous peoples and equity-deserving groups within social and health contexts. Understands the impact of social determinants of health-on-health outcomes. Shows a commitment to learning about and upholding legislative obligations and provincial commitments outlined in foundational documents such as the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place: Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan, Remembering Keegan: A First Nations Case Study, the BC Human Rights Code, Anti-Racism Data Act, and the Distinctions Based Approach.

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: Temporary, Full-Time - Until return of incumbent
Salary Range: $62,239 - $89,469. 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: April 11, 2025
Hours of Work: 08:00-16:00 (Monday to Friday)
Requisition # 179788E

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 – Create equity – Be courageous.

Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services

PHSA is committed to anti-racism and equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently excluded groups identified under the B.C. Human Rights Code.

One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes ongoing commitments to Indigenous recruitment and employee experience as well as dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’k̓ula Team (Indigenous Recruitment & Employee Experience) for support at indigenous.employment@phsa.ca.

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and exclusion faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and title of BC First Nations and self-determination of all First Nations, Inuit and Métis communities. PHSA is mandated to uphold legislative obligations and provincial commitments found in the foundational documents including the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.

ATTN: PHSA Employees:

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

Please note the internal job posting will no longer be accessible after the expiry date of March 20, 2025. 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.