Executive Assistant to the Vice President, BCCA Executive Offices - 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 the Vice President (VP) provides confidential administrative and secretarial support to the BC Cancer Agency (BCCA) Executive Offices, reports to the Administrative Manageramp; Executive Assistant to the President, BCCA, and directly supports a senior leader(s) of BCCA and manages day-to-day administrative operations to ensure accurate and timely delivery of administrative services. Coordinates the flow of information and works collaboratively across BCCA, communicates internally and externally to respond to inquires and clarify details, coordinates appointments and meetings, prepares and processes documents and information, assists in budget development and monitors expenditures, arranges travel and accommodation, provides project support and administrative support to the Executive Offices as required, submits HR and Finance information, and maintains office equipment and supplies. The Executive Assistant ensures that the Administrative Manageramp; Executive Assistant to the President, BCCA and/or the VP is made aware of urgent and emergent issues as appropriate.The Executive Assistant interacts with senior leaders, managers/directors and administrative support staff across the organization to convey information and professionally represent the interests of BCCA and the senior leader(s) utilizing strong persuasion and communication abilities and the exchange of information. The Executive Assistant determines courses of action from established alternatives to make decisions that have a positive impact in the program/service and exercises initiative, judgment and problem-solving skills to complete confidential, time-sensitive work. Judgments affect the accuracy and acceptability of further processes or services in the organization.Duties/Accountabilities: • Maintains a coordinated and up-to-date calendar for designated leader’s appointment schedule by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts. Coordinates appropriate travel and accommodation arrangements for attendance at conferences and meetings, confirms reservations, and establishes an itinerary.• Responds to verbal and written communication to the BCCA Executive Office by screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to an appropriate member of the BCCA Executive Offices or other senior staff for reply. Liaises with external organizations on behalf of the BCCA to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.• Produces timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages, including creation of tables, spreadsheets, presentations and reports. Enters and collects data, and compiles relevant statistical information and reports. Drafts agendas, gathers background materials, attends and records proceedings, prepares and distributes minutes, and takes follow-up actions. Maintains a bring-forward system.• Assists in budget development and monitors expenditures, authorizes expense reimbursements and invoices up to a pre-determined limit, and develops an expenditure tracking system for those expenditure invoices qualifying for reimbursements from various third parties. Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment.• Completes and submits eForms; processes timekeeping for staff as needed; and liaises with Finance, Payroll and Human Resources as necessary.• Provides project support, researches information, tracks statistical data, and compiles and analyzes data involving new projects, and the interpretation and application of policies and procedures.Qualifications: A level of education, training and experience equivalent graduation from a recognized post-secondary administrative assistant/secretarial program, additional course work in advanced word processing, spreadsheet, and database applications, plus four (4) years’ recent related experience, including two (2) years at a senior level.Ability to work independently and 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 interpersonal skills to provide effective administrative support at the senior management level. 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. Demonstrated ability to record and transcribe minutes of meetings. 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.