Executive Assistant

Executive Assistant, PHSA Senior Executive(s)

Communications CCO Office

Vancouver, BC

In accordance with the Purpose, Vision and Values, and Coast Salish teachings gifted to PHSA, as well as the strategic directions of the organization, all employees work together in a manner that is accessible, culturally safe, inclusive and welcoming, to continuously improve quality and safety in all aspects of the work we do.

The PHSA Communications & Engagement department is seeking a engaged, proactive, compassionate and fun-loving executive assistant to serve alongside the vice president, Communications and Engagement, a member of the PHSA executive leadership team. With the Communications team supporting virtually every program and service across PHSA, this is an opportunity to learn a little about almost everything we do - and to help the vice president show up well as, together, you help influence this work in a good way. The department and the vice president have a reputation for approaching each day with compassion, curiosity and strategic intent to produce compelling communication materials for internal and external audiences. You'll be serving with the team at the heart of town halls, social media, news pitches, PHSA News and so much more. We need a keen, high energy executive assistant who can keep the VP running on time, make real-time decisions about emerging needs and competing priorities, and, working with a team of two program assistants who report to you, keep the whole department functioning in a safe and inclusive way. This is a temporary role covering a 18-month maternity leave until January 2026.

The Executive Assistant provides complex senior level administrative assistance and secretarial support to a senior executive or a group of executives of PHSA. Responsibilities include functioning as a confidential liaison and link between the senior executives and members of the senior executive(s)' portfolio, coordinating the flow of information and administrative support activities, maintains the integrity and confidentiality of all information which flows through, ensuring accurate and timely delivery of administrative services, responding to inquiries and resolving day-to-day problems utilizing sound knowledge of procedures and practices of the portfolio; keeping their executive leader apprised of issues and activities, and dealing with highly sensitive 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 where judgments affect the accuracy, reliability and acceptability of further processes or services in the organization. Works independently and proactively to ensure administrative needs of the senior executive(s) are met, professionally represents the interests of the senior executive(s) and communicates in a compelling manner to influence and persuade internal and external stakeholders at all levels.

The Executive Assistant produces a variety of accurate and well-designed documents including reports, proposals, briefs, presentations, correspondence and spreadsheets; creates and maintains the information on the Intranet for the portfolio; researches, analyzes and summarizes information, and identifies issues and makes recommendations on administrative matters; maintains appointment schedules, sets up and coordinates meetings, arranges travel and accommodation, and follow-ups on action and bring forward items; participates on projects, provides project support and coordinates the implementation of approved projects. Assists in budget development and monitors expenditures, submits HR and Finance information, maintains office equipment and supplies, and develops, implements and evaluates processes, procedures and supports as needed. Works within a team environment providing support and, where required, coordinates the work of junior administrative/clerical staff and provides work direction.

What you'll do

• Functions as the confidential liaison for the senior executive(s) and responds to verbal and written communication directed to the leader's office including members of other leadership teams and the portfolio's management team members, Ministry and government officials, external organizations, the public, and other health care authority representatives. Ensures the necessary flow of information through PHSA while maintaining appropriate levels of security and confidentiality.
• Maintains a consistently updated and accurate appointment schedule and time commitments for the senior executive(s) by receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required. Makes arrangements for travel and accommodation for attendance at industry meetings and conferences. Coordinates administrative meeting logistics and makes catering, travel and accommodation arrangements. Attends and acts as a recorder for confidential meetings such as senior executive management meetings and follows-up on action items and in-services as required.
• Screens requests and inquiries, makes a determination on importance/urgency of request, and provides a response and/or forwards to the senior executive(s) or other senior staff for reply. Provides guidance and direction on interpretation and application of organizational policies and procedures. Liaises with government agencies on behalf of the senior executive(s) to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
• Coordinates administrative support as a member of the management support team and provides work direction as required. Prioritizes multiple action steps, timelines, and deliverables to ensure that the work is delivered on time and with minimal corrections required. 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.
• Produces and maintains a variety of accurate and well-designed documents including correspondence, briefing notes, presentations, reports, memos and meeting agendas utilizing various software packages, including creation of files, tables, charts and spreadsheets. As requested by their leader(s), investigates, gathers research and compiles information on issues and drafts reports outlining alternative options and recommendations. Maintains and updates databases, web pages and manuals.
• Develops and implements processes, procedures and other supports as required; identifies issues and develops recommendations for administrative processes. Establishes record management processes, sets up and maintains filing systems.
• Assists in budget development for the executive's portfolio and monitors expenditures, authorizes expense reimbursements and invoices up to a pre-determined limit, reviews financial status and investigates variances, and applies sound financial principals involving the prudent use of the resources available. Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment. Summarizes information and prepares status reports for the executive's portfolio.
• Prepares for meetings by ensuring well-defined and designed 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. Initiates follow-up processes with staff, committee members and others.
• Participates in a variety of projects and initiatives. Researches information, tracks statistical data and compiles, and analyzes data involving new projects and the interpretation and application of policies and procedures. Coordinates projects by corresponding with key stakeholders, monitoring milestones and tracking action plans. Identifies, collects and analyzes relevant information relating to current projects and provides input and dissemination of communications, reports and updates of policy and practice. Coordinates the implementation of approved projects in collaboration with internal and external stakeholders.
• Completes and submits eForms for the executive's portfolio; processes timekeeping for assigned staff; responds to related queries, and liaises with Finance, Payroll and Human Resources as necessary.

What you bring

Qualifications

• A level of education, training, and experience equivalent to graduation from a recognized administrative assistant or business administration post-secondary program plus five (5) to seven (7) years recent related experience, including three (3) years at a senior level in a large complex organization, preferably in a health care environment. Bachelor's Degree preferred.
• Ability to work independently and ensure gaps are addressed and resolved when identified. Proven ability to work in a dynamic and fast-paced environment; flexibility to meet and adapt to changes in organizational priorities. Ability to perceive and anticipate the senior executive's needs and to adapt to their working style. Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level. Demonstrated organizational and time management skills, and ability to prioritize workload and work under time pressures to meet deadlines. Communicates in a compelling, clear and understandable manner (verbally and in writing), responds politely and diplomatically to both internal and external inquiries, and uses strong persuasion abilities to represent the needs of the senior executive and organization. Demonstrates tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature. Strong sense of teamwork. Ability to foster and maintain positive working relationships. Demonstrated interpersonal skills to provide effective administrative support at the executive level and liaises with various stakeholders in a professional manner. Demonstrated ability to provide guidance and direction to others. Collaborates with peers and/or provides leadership and direction to administrative/clerical staff to ensure administrative systems and processes are consistently followed and monitored for effectiveness. High sense of pride in work quality. Practices care and thoroughness when maintaining, monitoring, calculating and summarizing data, records and budget information. Ability to type 60 words per minute.

Skills & Knowledge

• 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 impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).

What we bring

Every 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: Temporary, Full-Time - Until return of incumbent

Salary Range: $60,427 - $86,863 /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: 1333 W Broadway, Vancouver, BC V6H 4C1
Closing date: Applications accepted until position is filled
Hours of Work: 0900-1700 (Monday to Friday)
Requisition # 163635E

As 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 do

The Provincial Health Services Authority (PHSA) 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: jobs.phsa.ca/programs-and-services

PHSA is committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.

Reconciliation is an ongoing process and a shared responsibility for all of us. The BC Governments' unanimous passage of the Declaration on the Rights of Indigenous Peoples Act was a significant step forward in this journey—one that all health authorities are expected to support as we work in cooperation with Indigenous Peoples to establish a clear and sustainable path to lasting reconciliation. True reconciliation will take time and ongoing commitment to work with Indigenous Peoples as they move toward self-determination. Guiding these efforts Crown agencies must remain focused on creating opportunities that implement the Truth and Reconciliation Commission Mandate.