Executive Assistant Cardiac Services BC
Reporting to the Provincial Executive Director, Cardiac Services, the Executive Assistant provides confidential secretarial support to the Provincial Executive Director, Cardiac Services, and administrative, logistic and secretarial support to the Cardiac Services senior management team (Directors: of Cardiac Services Coordination, Evaluation & Research and Cardiac Biostatistics). In this role, the Executive Assistant manages the day-to-day activities of the Directors’ offices, including appointment and meeting coordination, the preparation and processing of documents and information, and the maintenance of the office support systems, and provides administrative support as required to the Cardiac Services BC Team. To achieve accurate and timely delivery of administrative services for the Cardiac Services BC portfolio, the Executive Assistant assists with designated administrative and secretarial tasks as directed by the Directors, Cardiac Services BC.
Scope and Complexity
The Executive Assistant 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 Cardiac Services BC. This position works independently to balance priorities and workflow to provide efficient and effective administrative support to the Provincial Executive Director and the senior management team. The demanding and ever-changing nature of the corporate environment adds complexity to this role and requires flexibility to assist others in achieving time-structure goals. The Executive Assistant exercises initiative, judgment and problem-solving skills to complete work. Judgment affects the accuracy, reliability and acceptability of further processes or services in the organization.
Financial responsibility involves the prudent use of the resources available to the position, such as ordering supplies, booking travel, completing requisitions for payment, etc. within the scope of authority.
The Executive Assistant has regular contact with the Provincial Executive, the senior management team and members of the Provincial Advisory Panel on Cardiac Health. The Executive Assistant is the communication link between other departments and corporate support services and has regular contact with other support roles in the organization to coordinate schedules and facilitate the exchange of information.
The Executive Assistant’s external communication role includes contact with other Health Authorities and their representatives, the Provincial Advisory Panel on Cardiac Health sub-committees, the Research Review Board, academic and clinical researchers, and Ministry of Health management team members and health care providers. The Executive Assistant role also includes liaising with government agencies, external organizations, legal representatives, members of the general public and visitors to the organization to provide and/or receive information. The Executive Assistant utilizes judgment and initiative when responding to information requests.
What you’ll do
- Maintains appointment schedules and time commitments for the Provincial Executive Director and the senior management team 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.
- Responds to verbal and written communication directed to the Provincial Executive Director and the senior management team. Responsibilities include screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to the Directors or Managers for reply. Liaises with external organizations on behalf of the Directors to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
- Responds to verbal and written communications from the Medical Director and the Chair of the Research Review Board. Attends all Research Review Board meetings to record proceedings, prepare and distribute minutes and communicate decisions of the Board to applicants.
- Produces a variety of documents including correspondence, memos, minutes and meeting agendas from handwritten copy and/or dictaphone using various word processing, spreadsheet and presentation software packages, including creation of files, tables and spreadsheets. Photocopies and distributes documentation such as correspondence and reports.
- Screens incoming requests and materials, prioritizes items for immediate attention and distributes as appropriate. Responds to routine written inquiries and materials by composing and signing correspondence or drafting for signature. Processes incoming and outgoing paper, electronic and voice mail.
- Participates in a variety of meetings through methods such as organizing meeting logistics, drafting agendas, gathering background materials including reports and handouts, attending and recording proceedings, preparing and distributing minutes and taking follow-up action such as drafting correspondence for signature, ascertaining status of item/issue and investigating designated items.
- Designs and maintains filing and distribution systems for a variety of records and files such as correspondence and reports by methods such as indexing binders, creating and labeling files and filing information. Maintains a bring-forward system.
- Makes arrangements for travel and accommodation for the Directors and others (as required), for attendance at industry meetings and conferences by performing duties such as contacting travel agencies, confirming reservations and establishing an itinerary.
- Assists in budget development and monitors expenditures. Authorizes expense reimbursements and invoices up to a pre-determined limit.
- Participates in a variety of projects. Responsibilities include researching information, tracking statistical data, compiling and analyzing data involving new projects, and the interpretation and application of policies and procedures.
- Maintains an inventory of supplies and materials for area by performing duties such as reviewing stock on hand, completing purchase requisitions for approval, forwarding to Purchasing for processing and receiving supplies. Ensures invoices are authorized for payment and submitted for payment.
- Performs other related duties as assigned.
What you bring
- A level of education, training and experience equivalent to Grade 12 plus ten (10) years recent related experience, including five (5) years at a senior level, preferably supporting Executive-level management. Strong organizational, coordination and prioritizing skills, and proven ability to communicate with internal and external stakeholders.
- Ability to work independently and resolve administrative issues/problems, with little direction. 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. Demonstrated physical ability to carry out the duties of the position.
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: Regular, Full-time
Salary Range: $55,677 - $73,076 /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 1G9
Closing date: Applications accepted until position is filled
Hours of Work: 0800-1600 (Monday to Friday)
Requisition # 151448E
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.
ATTN: PHSA Employees:
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