Executive Assistant to the President and CEO

PHSA - Vancouver, BC (30+ days ago)

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Executive Assistant to the CEO

Vancouver

Are you detail oriented, energetic, highly organized, and an expert multi-tasker? Do you want to make a daily impact in a large and progressive health care organization? PHSA is actively seeking a new Executive Assistant to support our new President and CEO.

Reporting to the President and CEO, this exciting and pivotal position provides senior administrative oversight and support including managing scheduling, correspondence, executive and committee meetings, and assisting with support to PHSA’s Board of Directors. A professional and confident communicator, our Executive Assistant engages internal and external stakeholders at all levels, assesses demands and priorities, and develops and presents accurate and well-informed recommendations with confidence and clarity.

What you’ll do

Manage President and CEO’s schedule; review, assess urgency and priority of requests and ensure high quality delivery of required information.
Operating with discretion, respond and/or escalate emerging issues accordingly.
Provide advice and guidance to diverse stakeholders including ministries and government representatives, health care authorities and organizations, educational institutions, general public, Board Directors, and PHSA staff.
Liaise with senior executive, board members and all levels of PHSA’s workforce as required to collect data and produce a variety of documents for President and CEO review including reports, organizational charts, employee performance plans, letters, memos, reports, agendas, actions, and briefing notes.
Disseminate daily information to senior leadership and maintain system to ensure appropriate action.
Oversee and ensure daily administrative operations including budget and invoice management, payroll and expense submission, office supplies, furnishings, appliances, and security.
Develop, monitor, evaluate and implement office procedures – communicating clear updates to impacted stakeholders.
Coordinate Executive Committee meetings including development and dissemination of agenda, materials, calendars, presentations, required equipment and minutes/actions.
Provide consultation and supervision to designated staff, establishing clear responsibilities, reviewing assignments, and making adjustments. Conduct and manage performance reviews and issues as required.
Design, maintain, and communicate processes, protocols, records, files and distribution systems for correspondence and reports including a “bring forward” system for the President and CEO.
Coordinate events such as conferences, including assessing and booking facilities, arranging equipment and transportation/travel, and preparing related materials.
Assist with support to the Board of Director on President and CEO’s behalf as required.

What you bring

Level of education, training and experience equivalent to Grade 12, completion of administrative courses, and minimum of 10 years in a progressively senior executive support role.
Collaboration in providing guidance and direction to others including identifying issues and recommending appropriate course of action.
Works well independently and exercises initiative, tact, and judgment in handling sensitive and confidential issues.
Demonstrated interpersonal skills in providing effective executive administrative support.
Seasoned written and oral communication skills with innate ability to comprehend complex issues and present information concisely.
Ability to create and maintain positive and effective relationships with diverse internal and external stakeholder groups including public leaders, government representatives, and senior executives.
Flexible and proficient at managing high work volumes and rapidly changing priorities.
Excellent organizational and time management skills with laser focus on assessing, problem-solving, and meeting critical deadlines.
Advanced computer and financial application skills including spreadsheet, word processing, presentation and database applications.

What’s in it for you

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 and development.
Access to more than 2,000 in-house training programs.
Enjoy a comprehensive benefits package, including municipal pension plan.
12 annual statutory holidays with generous vacation entitlement and accruement.
Flexible work options including flextime, work locations and job sharing (eligibility will vary)
Perks include onsite fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.

Job type: Regular full time

Location: Vancouver

Reference: 52426

What we do

Provincial Health Services Authority (PHSA) plans, coordinates 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 and hires on the basis of merit, 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, backgrounds and experiences, and value a safe, inclusive and welcoming environment.