Job Description

Job Title: Executive Assistant
Work Site: 601 W. Broadway

Status:

Start Date:

Hours:

Regular Full Time

As soon as possible

0800-1600

Days off: Saturday, Sunday, Statutory Holidays
Salary: $28.93 - $41.59 per hour
Reference#: 179614-cmc

Come work as an Executive Assistant with Vancouver Coastal Health (VCH)!

Reporting to the Vice President, the Executive Assistant provides confidential administrative and secretarial support to a member of the Vancouver Coastal Health Senior Executive Team (SET). Triages information of a sensitive and confidential nature, coordinates the flow of information for the area, ensuring accurate and timely delivery of administrative services, and keeps the SET member apprised of issues and activities. Interacts with SET members, senior leaders, managers/directors and administrative support staff across the organization to convey information and promotes positive and respectful relationships. Professionally represents the interests of the VP and organization and communicates in a compelling manner to influence and persuade internal and external stakeholders/customers at all levels. Works independently and pro-actively to ensure administrative needs of the SET member are met. May coordinate and provide work direction to other departmental administrative and clerical support staff.

As an Executive Assistant with Vancouver Coastal Health you will:

• Provide administrative support for the senior leadership of the designated area that respects confidentiality and ensures that administrative matters are coordinated, organized and dealt with in a professional manner. Coordinates the delivery of administrative services for the department.
• Facilitate effective triaging of correspondence, determination of appropriate action, and timely follow up as appropriate.
• 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.
• Maintain a consistently updated and accurate appointment schedule for the SET member, and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
• Produce well-designed and accurate reports, minutes, correspondence, presentation materials, spreadsheets, and memos. Maintains and updates various computer databases and web pages.
• Represent interests of applicable SET member in administrative matters utilizing strong communication and persuasion abilities and an understanding of stakeholder needs.
• Ensure appropriate dissemination of information about organizational and/or program/service procedures and processes and the status of issues to internal and external stakeholders.
• Assist in budget development ensuring information is current and accurately compiled, monitors expenditures, ensures invoices are authorized to predetermined amounts, and analyzes and reports variances for multiple programs/departments.
• Maintain/process timekeeping records, vacation entitlements, etc. and responds to related queries.
• Compile and collate analytical information/data to assist in trending, comparing and benchmarking activities.
• Provide consistently functioning administrative tools, systems and services in a systematic and organized manner, and maintains readily available stationary and supplies.
• Provide leadership and guidance to clerical support staff as needed to ensure administrative needs of the area are met.
• Perform other related duties as assigned.

QUALIFICATIONS:

Education & Experience

• Graduation from a recognized administrative assistant/secretarial post-secondary Diploma program plus five to seven (5-7) years of experience supporting senior executive(s) or an equivalent combination of education, training and experience.
• Must have advanced word processing, spreadsheet, presentation, desktop publishing, and database software skills and the ability to type a minimum of 60 w.p.m.
• Bachelor\xe2\x80\x99s Degree preferred.

Knowledge & Abilities

• Exercises considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
• Liaises in a professional and courteous manner with SET members, senior leaders, managers/directors, staff and the public to gather and disseminate information.
• Communicates in a compelling, clear and understandable manner (both verbally and in writing) and uses strong persuasion abilities to represent the needs of the SET member and organization.
• Applies excellent time management skills to prioritize and complete assignments in a manner that optimizes departmental effectiveness and contributes to organizational success.
• Practices care and thoroughness when maintaining, monitoring, calculating and summarizing data, records and budget information.
• Collaborates with peers and/or provides leadership and direction to clerical staff to ensure administrative systems and processes are consistently followed and monitored for effectiveness. Ensures gaps are addressed and resolved when identified.
• Employs expertise in the use of desktop computer applications to create a variety of documents and presentations.
• Physical ability to perform the duties of the position.

As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Officer Order and the Health Sector Order), as of October 26, 2021, all employees working for Vancouver Coastal Health must be fully vaccinated for COVID-19. Proof of vaccination status will be required.

WHY JOIN VANCOUVER COASTAL HEALTH?

VCH is a world class innovator in medical care, research and teaching, delivering service to more than one million BC residents. At VCH, we embrace thinking boldly, taking smart risks, and "going first" when we believe it will lead to the best possible outcomes for patients and their families. We invite you to join us in creating healthy lives in healthy communities by showcasing our passion for care, connection to the communities we serve and our culture of teamwork that makes VCH a great place to work.

• Comprehensive health benefits package, including MSP, extended health and dental and municipal pension plan
• Grow your career with employer-paid training and leadership development opportunities
• Wellness supports, including counselling, critical incident and innovative wellness services are available to employees and their immediate families
• Award-winning recognition programs to honour staff, medical staff and volunteers
• Access to exclusive discount offers and deals for VCH staff

Diversity, equity, and inclusion are essential to our goals of creating a great place to work and delivering exceptional care. We acknowledge and accommodate unique differences and ensure special measures are in place so that all prospective and current employees are given an opportunity to succeed.

We are committed to building a representative workforce and encourage applications reflecting diversity of sex, sexual orientation, gender identity or expression, racialization or ancestry, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

Vancouver Coastal Health is proud to be recognized as one of Canada\'s Top 100 Employers in 2023.

Only short-listed applicants will be contacted for this posting.

***Employees of VCH must apply via the Internal Application Process. Refer to the 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.

Vancouver Coastal Health