Executive Assistant (12-month contract)

The Health Employers Association of BC (HEABC); Vancouver; Hybrid; CAD 57,000 - 76,000; Full time

Job summary

Join The Health Employers Association of BC as an Executive Assistant for a 12-month contract. You will provide essential administrative support in the Legal Services, Negotiations and Labour Relations department, contributing to vital provincial initiatives. This role offers the opportunity to work within a dynamic environment, emphasizing collaboration, respect, and inclusivity.

Benefits

Comprehensive health & dental benefits

Flexibility for in-office or hybrid work

Focus on work-life balance and teamwork

Qualifications

• 3-5 years recent relevant experience in administrative support.
• Proficiency in standard office software programs.
• Experience in a team-based environment.

Responsibilities

• Manage and organize calendars, appointments, and travel arrangements.
• Coordinate internal and external meetings, including managing logistics.
• Provide administrative support for collective bargaining.

Skills

Attention to Detail

Communication

Team Collaboration

Time Management

Education

Completion of grade 12 with business training

Tools

MS Office Suite

Adobe Acrobat

Zoom

MS Teams

Job description

Join to apply for the Executive Assistant (12-month contract) role at The Health Employers Association of BC (HEABC)

Join to apply for the Executive Assistant (12-month contract) role at The Health Employers Association of BC (HEABC)

The Health Employers Association of BC (HEABC) provided pay range

This range is provided by The Health Employers Association of BC (HEABC). Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

CA$57,347.00/yr - CA$75,268.00/yr

Are you looking to grow your career? Look no further than HEABC, the Health Employers Association of British Columbia. We contribute to the growth and sustainability of the BC health care system.

We are proud to offer:

• In office or hybrid work environment – flexibility that suits your needs.

• Comprehensive health & dental benefits, with immediate coverage upon starting.

• A work environment which values work-life balance, respect, recognition, teamwork, and inclusivity.

• The opportunity to make a positive contribution to the BC health care system through your work.

HEABC leads and supports the strategic planning related to human resources and labour relations on behalf of British Columbia’s publicly funded health employers. HEABC is responsible for negotiating provincial agreements for 138,000 unionized health care employees including nurses, physician residents, ambulance paramedics, health science professionals, and more.

Join our highly talented team in a culture of learning, innovation, and visionary thinking.

The successful candidate may be permitted to work in a hybrid model (combination of in-office and flexible work location) and will live within commuting distance of our Vancouver office.

For more information, visit www.heabc.bc.ca.

OPPORTUNITY:

Reporting to the Manager, Administrative Support, HEABC has an opening for an Executive Assistant in the Legal Services, Negotiations and Labour Relations department for a 12-month contract. The Executive Assistant will provide high-level administrative support to members of the LSNLR team, including senior staff, to ensure the successful delivery of provincial initiatives related to collective bargaining, including contract negotiations, collective agreement implementation, and member servicing. This position will effectively manage schedules and deadlines, proactively maintain team and department filing records, systems, and databases, and lead the administration of both internal and provincial committees through robust meeting planning, documentation, and record management.

You thrive in a collaborative environment and enjoy working as part of a close-knit team; you will always pitch in to help others get the job done. You have excellent communication skills and a respectful approach to others. You are practical and calm, with an exceptional attention to detail, even when faced with tight deadlines. Once oriented to a task, you are comfortable working independently. You understand the importance of the maintenance of confidentiality over sensitive information. You are willing to offer your insights and suggestions for improvements to processes and systems.

Experience working within a team-based environment and supporting busy professionals is essential. Knowledge of BC’s health sector is preferred.

Responsibilities (Executive Assistant):

• Manages and organizes LSNLR staff’s calendars, appointments, and travel arrangements.

• Prepares and formats correspondence, memoranda, letters, confidential reports and other documents.

• Sets up and maintains filing systems and internal databases to track both negotiation and implementation activities.

• Organizes and coordinates internal and external meetings, including scheduling, preparing presentation materials, managing virtual components such as breakout rooms and polls, and finalizing post-meeting reports or documentation as needed.

• Coordinates all administrative functions relating to internal and external committees, including scheduling dates and maintaining contact lists, preparing the agenda and compiling meeting packages, finalizing and distributing meeting minutes, tracking and following up on action items, and maintaining accurate filing systems for each assigned committee.

• Supports collective bargaining as needed. This includes attending the bargaining table, handling all in-person and virtual meeting scheduling, preparing and formatting proposals and presentation materials, taking verbatim minutes and notes, and managing bargaining platforms and document management systems.

• Provides administrative support for various projects.

• Provides temporary support for Legal Assistants as needed. This includes administrative tasks related to case management, such as the file intake, the tracking of bring-forward items, and the preparation of hearing documents for mediations, arbitrations, and other file-related meetings, including matters relating to the Labour Relations Board.

Required Knowledge and Experience:

Completion of grade 12 supplemented by business training and/or college or university. Three to five (3-5) years’ recent, relevant experience or equivalent, including proficiency working with various standard office software programs (MS Outlook, Word, Excel, PowerPoint).

• Strong collaboration and teamwork skills, including the ability to provide support to others to complete a project or task.

• Excellent communication skills, both orally and in writing, and a respectful approach to others.

• Strong attention to detail and superior time management skills with the ability to juggle multiple concurrent projects, deadlines and responsibilities and remain calm under pressure.

• Ability to work independently.

• Exhibits a professional manner and possesses the ability to apply tact, discretion, confidentiality and patience at all times.

• Ability to offer insights and suggestions for improvements to processes and systems.

• Intermediate to advanced skills with MS Office including Word, Outlook, Excel and PowerPoint.

• Intermediate to advanced skills with Adobe Acrobat.

• Intermediate to advanced knowledge of Zoom, MS Teams, or other communications technology platforms.

This position is well-suited to an individual interested in pursuing a career in an interesting segment of the public sector, and who values the opportunity to make a positive public contribution through their work and be part of a collegial team.

Salary Range: $57,347 to $75,268

Typical Hiring Range: $57,347 to $71,684

In determining salary, HEABC considers many factors including the successful candidate’s skillset and experience as well as internal equity. The final salary offer will be at HEABC’s sole discretion and presented as part of a competitive total compensation package.

HOW TO APPLY:

If you’re looking for a fulfilling and challenging career within a dynamic organization, please submit a cover letter and resume outlining your experience at: https://healthemployersassociationofbc.bamboohr.com/jobs/

At HEABC, we are committed to promoting reconciliation with Indigenous Peoples, creating a diverse workforce, enhancing inclusion, and removing barriers to accessibility in the workplace. These commitments advance our work with our members and government to create the human resources and labour relations environment necessary to deliver high-quality health care.

HEABC welcomes all qualified candidates to apply and encourages applications from qualified candidates who identify as members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including Indigenous identity, race, colour, ancestry, place of origin, political belief, religion, marital status, family status, physical or mental disability, sex, sexual orientation, gender identity or expression, or age.

We wish to thank all applications for their interest and effort in applying; however, only those candidates selected for an interview will be contacted.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative

• Industries

  Human Resources Services

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