Executive Assistant, PHSA Senior Executive(s) - Jobs in Greater Vancouver

Job Description

Job Summary: 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.Duties/Accountabilities: • 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.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.Privacy PolicyProvincial Health Services Authority (PHSA) respects your right to privacy and takes seriously its responsibilities regarding the collection, use and disclosure of your personal information. Personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act of BC, section 26 (c). The personal information that we collect from you or about you when applying for a job with PHSA will be used to assess your qualifications and suitability as a potential employee of PHSA, as well as for the purposes of recruitment and onboarding. We may also collect and use additional personal information provided by you or your references in the course of the evaluation and hiring process that will become part of your employment file if you are a successful candidate.Your contact information, education and experience, desired job location and pay information, eligibility and availability, core skills, job functions, getting to know you responses, resumes, cover letters, references, pre-screening questionnaire responses and job application history is recorded in PHSA’s third-party applicant tracking system (“Brainhunter”)in Canada indefinitely and will be shared with our staff on a “need to know” basis. If you require access to your data, PHSA can provide a printout of your data and job application history. We do not sell or rent the information you provide to us to third parties. However, we do contract with a service provider to assist us in maintaining and managing our databases and to communicate with job applicants. We do not authorize this third party to make any other use of your information. The service provider (“Brainhunter”) allows the option for you to delete your account after signing into the system. Before deletion you are advised with a warning. Your record is permanently purged / deleted from the respective site and the record will not be available in any searches. The job will have only the respective application information that you made previously.To view the third party vendor privacy policy please refer https://www.brainhunter.com/EN/Privacypolicy.html.Your information is protected using technical and administrative security measures to reduce the risks of loss, misuse, unauthorized access, disclosure and alteration. Some of the safeguards used are firewalls, intrusion detection, physical access controls to our data centres, and information access authorization controls.Personal information will be used by authorized staff only to fulfil the purpose for which it was originally collected or for a use consistent with that purpose. We do not disclose your personal information to other public bodies, third parties or individuals except as required or authorized by law or with your consent. View our PHSA Privacy Policy for more information.If you have any questions about the management of your personal information during the recruitment process, please contact the Talent Acquisition team at 604-875-7251, toll free 1-866-744-7363 or #260 – 1770 West 7th Avenue, Vancouver BC, V6J 4Y6. You may also contact External Recruitment at *******@phsa.ca.