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
What you bring
Qualifications
Skills & Knowledge
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.
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.