Executive Assistant to the Vice President

Job title:

Executive Assistant to the Vice President

Company

Provincial Health Services Authority

Job description

Executive Assistant to the Vice PresidentForensic Psychiatric ServicesPort Coquitlam, BCIn accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Reporting to the Vice President, the Executive Assistant provides confidential administrative and secretarial support to the Vice President. The Executive Assistant triages information of a sensitive and confidential nature, professionally represents the interests of the Vice President and the organization, communicates in a compelling manner to influence and persuade internal and external stakeholder at all levels, and keeps the Vice President apprised of issues and activities. Interacts with senior leaders, managers/directors and works with other Administrative Assistants to organize and coordinate administrative functions of the executive administrative office including workload and agency-wide activities and projects.What you’ll do

• Functions as the confidential liaison for the Vice President with internal and external stakeholders utilizing strong communication and persuasion abilities and an understanding of stakeholder needs. Responds to verbal and written communication directed to the Vice President’s office.
• Maintains an updated and accurate calendar for the Vice President by scheduling and arranging internal and external meetings and travel, and determining urgency and nature of requests. Coordinates rooms, teleconference and videoconference meetings.
• Produces and maintains a variety of accurate and well-designed documents including correspondence, expense claims, curriculum vitae, grant applications, manuscripts, memos, minutes and meeting agendas. Maintains readily accessible paper-based and electronic information files.
• Develops, implements, and supports office procedures consistent with PHSA and agency best practice standards. Ensures the necessary flow of information through PHSA and agency while maintaining appropriate levels of security and confidentiality.
• Assists in budget development ensuring information is current and accurately compiled, monitors expenditures, ensures invoices are authorized to predetermined amounts, and analyzes and reports on variances. Prepares and submits employee time records to Payroll for non-contract staff. Investigates and responds to timekeeping inquiries and corrects discrepancies. Maintains an inventory of supplies and materials.
• Ensures that administrative matters are organized and dealt with in a timely, organized and professional manner. Assists with transition for new and outgoing executive office staff.

What you bringQualifications

• A level of education, training, and experience equivalent to post-secondary administrative program and a minimum of five (5) years recent related experience in an administrative role including two (2) years at a senior executive level.

Skills and Knowledge

• Experience working with financial accounts, particularly accounts payables and/or receivables is an asset.
• Strong interpersonal, organizational and communication skills are required.
• Demonstrated ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
• Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced 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 70 words per minute.
• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC’s Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge 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.).

What we bringEvery 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: Regular Full-Time
Salary Range: $62,239-$89,469/year. 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: 70 Colony Farm Road, Port Coquitlam BC, V3C 5X9
Closing date: Applications accepted until position is filled
Hours of Work: 08:00-16:00 (Monday-Friday)
Requisition #: 165952EAs per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.What we doThe Provincial Health Services Authority ( ) 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 – Cultivate partnerships – Serve with purpose.Learn more about PHSA and our programs:PHSA is committed to 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 marginalized groups identified under the B.C. Human Rights Code.One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’kula Team (Indigenous Recruitment & Employee Experience) for support at .Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities. PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as 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.ATTN: PHSA Employees:To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.caPlease note the internal job posting will no longer be accessible after the expiry date of May 29, 2024. 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 [email protected] and a Help Desk Representative will contact you the next business day.
Labor Agreement Excluded
Requisition # 165952E-2417847
Work Site 70 Colony Farm Road, Port Coquitlam BC, V3C 5X9
Job Type Regular, Full-Time
Salary/Rate $62,239.00 – $89,469.00 / Year
FTE 1.00
Hours of Work 08:00-16:00
Work Days Mon, Tue, Wed, Thu, Fri
Expiry Date 20-Jun-2024

Expected salary

$62239 – 89469 per year

Location

Port Coquitlam, BC

Job date

Thu, 23 May 2024 22:32:14 GMT

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