Job Description

Come work as an Execuitve Assistant, VCH Research Institute with Vancouver Coastal Health (VCH)!

Reporting to the Executive Director, VCH Research Institute the Executive Assistant provides confidential administrative and secretarial support primarily to the Executive Director and on occasion or other senior directors/managers when necessary. Triages information of a sensitive and confidential nature, coordinates the flow of information, ensuring accurate and timely delivery of administrative services, and keeps the Executive Director apprised of issues and activities. Interacts with senior leaders, managers/directors and administrative support staff across the organization to convey information and professionally represent the interests of the department/senior leader utilizing strong persuasion and communication abilities and the exchange of information. Works independently and communicates with internal and external stakeholders/customers in a manner that promotes positive and respectful relationships. May provide work direction to temporary clerical support staff or co-op students.

As an Executive Assistant, VCH Research Institute with Vancouver Coastal Health you will:

• Provides administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
• Facilitates effective triaging of correspondence, determination of appropriate action, and timely follow up as appropriate.
• Coordinates 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.
• Maintains a consistently updated and accurate appointment schedule for the senior leader, and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
• Produces well-designed and accurate reports, correspondence, agenda, minutes, presentation materials, spreadsheets, and memos. Maintains and updates various computer databases.
• Represents interests of applicable senior leader/department in administrative matters utilizing strong communication and persuasion abilities and an understanding of stakeholder needs \\
• Ensures appropriate dissemination of information about organizational and/or program/service procedures and processes and the status of issues to internal and external stakeholders.
• Assists in budget development related to events for the Executive Director, ensuring information is current and accurately compiled, monitors expenditures, ensures invoices are authorized to predetermined amounts, and analyzes and reports variances for multiple departments/programs. Prepares claims for Executive Director travel reimbursement.
• Provides consistently functioning administrative tools, systems and services in a systematic and organized manner.
• May provides direction and guidance to temporary clerical support staff and/or co-op students as needed to ensure administrative needs of the area are met.
• Plans and/or assists with the organization of social and team working events for the office as required.

Qualifications

Education & Experience

• Graduation from a recognized administrative assistant/secretarial post-secondary program.
• Three (3) years of senior administrative support experience 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.

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 managers/directors, staff and the public to gather and disseminate information.
• Communicates in a compelling, clear and understandable manner (both verbally and in writing) in order to represent the Director\xe2\x80\x99s interests.
• 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 to ensure administrative systems and processes are consistently followed and monitored for effectiveness and that 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.

Closing Statement

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 online via the Internal Career Portal on CareerHub, you are currently viewing the External Career Portal. Refer to the https://my.vch.ca/working-here/job-postings site for instructions on how to view internal job postings and how to apply as an employee. 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