Executive Assistant to Member of the Executive Leadership Team

Vancouver Island Health Authority; Nanaimo; Hybrid; CAD 63,000 - 91,000; Full time

Job summary

Vancouver Island Health Authority is seeking an Executive Assistant to support a member of the Executive Leadership Team in a multi-site, hybrid role. You will manage confidential information, triage priorities, and prepare drafts, presentations, and reports for senior leaders.

The position requires strong MS Office skills, high discretion, and the ability to work under pressure in a large healthcare organization.

Qualifications

• A level of education, training and experience equivalent to a 2-year post secondary program in office or business administration and 5 to 7 years' related experience, including executive support, in a large complex organization, preferably in the health care sector.
• Strong interpersonal skills and ability to deal with a variety of people internal and external to the organization including senior officials.
• Demonstrated ability to use discretion in handling confidential information and to work in a fast-paced environment.

Responsibilities

• Triages information for the ELT member and prioritizes workload.
• Organizes workflow for the office and drafts correspondence, documents, presentations, and spreadsheets.
• Interfaces with stakeholders at all levels including senior members of external organizations to support the ELT office.
• Maintains integrity and confidentiality of information across operations, personnel, labour relations, finance, and privacy issues.
• Demonstrates initiative, sound judgement, and autonomy in a high-pressure setting.

Skills

MS Office

Interpersonal skills

Discretion with confidential info

Critical thinking

Communication skills

Work under pressure

Adaptability to fast-paced environment

Education

2-year post secondary program in office/business administration

Tools

Cliff

Adobe Acrobat

SharePoint

Visio

Job description

Executive Assistant to Member of the Executive Leadership Team - (235494)

Work Area (FBA Only)

Multi-Site

No

Travel Requirement

Shift Start Time/End Time

0830-1630

Days Off

Vacancy Type

Temp FT

Salary Range (Hourly Rate)

$32.56 - $46.80

Paid FTE

1.0

Worked BI-WEEKLY HOURS

75

Planned Start Date

Sep. 21 2026

Approximate End Date (For Temporary Assignments ONLY)

Mar. 31 2028

Pending Return of Incumbent

Yes

CRC required? (employee will be working with or have access to children or vulnerable adults and requires a Criminal Record Check)

No

Job Description

In accordance with the Vision, Purpose, and Values, and strategic direction of Island Health (Vancouver Island Health Authority), patient and staff safety is a priority and a responsibility shared by everyone; as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Using significant initiative, sound judgement and autonomy, the Executive Assistant provides senior administrative and confidential support to the assigned Executive Leadership Team (ELT) member and other members of the portfolio as required.

Reporting to the assigned ELT member, the Executive Assistant responsibilities include triaging information for the attention of the ELT member, organizing workflow for the office, determining priorities, composing draft correspondence, documents, presentations, orientation packages and spreadsheets.

In addition, the Executive Assistant interfaces with stakeholders at all levels including senior members of both internal and external organizations/agencies and senior representatives from both public and private sectors to support the ELT member's office in a fast-paced environment, often under significant pressure. The Executive Assistant maintains integrity and confidentiality of all information which flows through, and is processed for the VP office as it pertains to operations, personnel, labour relations, finance, public affairs and privacy issues.

QUALIFICATIONS:

Education, Training And Experience

A level of education, training and experience equivalent to a 2-year post secondary program in office or business administration and 5 to 7 years' related experience, including executive support, in a large complex organization, preferably in the health care sector.

Skills And Abilities

• Demonstrated proficiency in MS Office (Word, Excel, PowerPoint, Outlook), Cliff, Adobe Acrobat, SharePoint and Visio
• Strong interpersonal skills, including the ability to deal with a variety of people both internal and external to the organization including senior members of the organization and the Board and government officials
• Demonstrated ability to use discretion in preparing, disclosing and managing information of a confidential and/or sensitive nature
• Demonstrated critical thinking skills
• Excellent oral and written communication skills
• A proven ability to work in a dynamic and fast-paced environment with a variety of disciplines to produce high quality and timely work while fostering and maintaining positive working relationships
• Demonstrated ability to make decisions under pressure; aptitude to be proactive working with minimal direction
• Physical ability to perform the duties of the position

LEADS in a Caring Environment Framework: https://www.leadscanada.net/site/framework

The salary range for this position is $63,484 (min) to $79,355 (midpoint) to $91,259 (max) per annum (based on 1 FTE). Salary placement is between min and midpoint, based on experience, qualifications, and internal equity. Please note, this is a hybrid position.