Executive Assistant (Audit)

Pacific Blue Cross - Burnaby, BC (24 days ago)

Apply Now

Pacific Blue Cross has been British Columbia's leading benefits provider for 75 years. We are an independent, not-for-profit society with strong roots in BC’s health care system. Together with our subsidiary BC Life, we provide health, dental, life, disability and travel coverage for approximately 1.5 million British Columbians through employee group plans and through individual plans for those who do not have coverage with their employers.

We are fueled by a commitment to keep health care sustainable for all British Columbians. Through our Community Connection Health Foundation, we also provide funding to community organizations with a focus on alleviating mental illness and chronic disease. We're interested in finding people who want to make a difference and who will take advantage of every opportunity to build a career with us.

Pacific Blue Cross offers an attractive compensation and benefits package, fitness programs, and an onsite gym and cafeteria. Our workplace culture values health and wellness, continuing education, environmental sustainability and giving back to the community.

We are currently recruiting for a permanent Executive Assistant to join the Audit team!

This unique and challenging role will be located at our head office in Burnaby.

Job Summary

Under the broad managerial direction of the Associate Vice President, Audit, Investigations and Quality Assurance, the Executive Assistant provides professional administrative support services to the Associate Vice President and Manager’s within the department. This involves a high degree of exposure to confidential information affecting the organization’s strategy, fraud investigations, internal audit activities, and uses judgement on how that material is to be handled. Communicates on an ongoing basis with other members of the executive team and key internal and external contacts. Manages the Associate Vice President and Manager’s meeting schedules and calendars, coordinates internal and external meetings, and screens and prioritizes incoming correspondence and emails. Researches and compiles data on department performance and resource allocation. Prepares Board of Directors reports for Associate Vice President approval. Prepares presentations and produces reports and manuals. Tracks and analyzes employee attendance.

Key Accountabilities Include:
Executive Support Services

Provides professional administrative support services to the Associate Vice President to ensure the effective and efficient coordination of the Associate Vice President’s leadership and management activities at the executive level by:

monitoring the status of operational and strategic activities, planning, emerging public relations situations, status of projects, member concerns, speaking engagements and interdepartmental considerations;
communicating on an ongoing basis with other members of the Executive Leadership Team, and key contacts to maintain awareness of internal and external matters with a global impact;
assessing priorities and managing the Associate Vice President and Manager’s meeting schedules and calendars to accommodate changing priorities and demands; coordinates the execution of internal and external meetings including booking rooms, ordering supplies and catering, and organizing materials;
opening, reviewing, screening, prioritizing and organizing all incoming Associate Vice President correspondence, calls and emails including those of a confidential and sensitive nature and with the potential to affect the work force; determines appropriate recipient based on nature and subject matter and redirects as appropriate;
researching and compiling statistical and other data on departmental performance, resource allocation, budget status, expense reports and mileage logs using the advanced features of word processing and spreadsheet software; prepares Board of Directors reports for Associate Vice President approval;
overseeing administrative functions related to fraud investigations and internal audits such as managing case log spreadsheets, case file administration and correspondence related to fraud investigations and internal audits;
producing updated Operations organizational charts as required;
coordinating and updating travel arrangements, expense reports and vacation reports;
attending Fraud Leadership Team, Operations management and other senior level meetings, taking minutes and following up on action items as needed;
composing, drafting and preparing outgoing correspondence for Associate Vice President signature;
drafting proposals, reports, audit committee and CEO reports/presentations and manuals;
using the advanced features of a variety of presentation software, preparing presentations from rough notes; organizes and presents information to a wide range of internal and external meetings;
creating and maintaining a variety of files and records including strategic and operational policies, department restructuring and departmental performance reports;
coordinating the smooth flow of information and determining appropriate courses of action for escalating and addressing urgent matters arising in the Associate Vice President’s absence;
managing the Associate Vice President’s office requirements such as ordering and monitoring technology setup and maintenance by helpdesk for hardware and software, and ordering supplies as needed;
performing other duties related to department functions.

Attendance Management

Monitors statistics compiled through attendance management program, analyzing data on employee absences to identify patterns and trends, reporting outcomes to the Associate Vice President and managers.

Management Support

Fields escalated inquiries, concerns and complaints from a wide range of external sources including claimants, legal counsel and carriers, researches background information on claims history, status, compiles briefing notes and forwards to the Associate Vice President for action. Carries out Associate Vice President instructions to address next steps in the problem resolution process.

Special Events and Projects

Leads and/or takes an active role in a variety of department projects and initiatives.
Assists with administrative functions related to investigations and audit for new and continuing projects.

Professional Development

Maintains up to date knowledge of Pacific Blue Cross strategic objectives and branding, Associate Vice President roles and responsibilities, Operations policies, procedures, protocols and organizational structure, emerging issues affecting the field of audit/investigations management and technological advancements in office automation tools.

Required Experience

A minimum of three years’ of experience in the insurance industry or as an Assistant to a senior leader
Demonstrated proficiency in MS Office software, including Outlook, Word, Excel and PowerPoint

Preferred Experience

Professional experience in an audit department, legal office, project management or insurance carrier

Required Qualifications

Post-secondary coursework in an administrative program or relevant field (ex. Business Administration, Commerce, Economics)

Required Competencies

Excellent interpersonal, verbal and written communication and telephone skills
Demonstrated ability to maintain confidentiality at all times, and to apply appropriate judgement in handling and managing sensitive information, particularly personal health information, data affecting audit or investigations, long term planning and resource allocation, organizational restructuring and attendance management issues
Demonstrated ability to clearly communicate with individuals at all levels of the organization
High degree of accuracy and attention to detail. Able to multitask and take initiative with the ability to prioritize and manage multiple projects effectively with little direction
Projects a positive demeanour while providing superior customer service both internally and externally
Provides executive level administration and project management expertise
Excellent collaboration skills and the ability to work in a team environment while demonstrating the ability to maintain composure in high stress situations

While we thank all applicants for their interest, only short-listed candidates will be contacted.