Executive Assistant to the Vice President or Chief Operating Officer

Executive Assistant to the Vice President or Chief Operating Officer

Children's & Women's Health Center
Vancouver, BC

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA. The Executive Assistant to the Vice President (VP) or Chief Operating Officer (COO) provides confidential administrative assistance and executive secretarial support to the VP or COO. Responsibilities include coordinating the flow of information, ensuring accurate and timely delivery of administrative services for the VP or COO's office and keeping the VP or COO apprised of issues and activities.

What you'll do

• Maintains the VP or COO's appointment schedule and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required. Makes arrangements for travel and accommodation for attendance at industry meetings and conferences.
• Functions as the confidential liaison for the VP or COO and responds to verbal and written communication directed to the VP or COO's office including members of other leadership teams and the operating division's management team members. Screens requests and inquiries, makes a determination on importance/urgency of request, and provides a response and/or forwards to the VP or COO or other senior staff for reply. Provides guidance and direction on interpretation and application of organizational policies and procedures. Liaises with community government agencies on behalf of the VP or COO to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
• Produces a variety of accurate and well-designed documents including correspondence, memos, meeting agendas and reports utilizing various word processing and spreadsheet software packages, including creation of files, tables and spreadsheets. As requested by the VP or COO, investigates, gathers and compiles information on issues and drafts reports outlining alternative options and recommendations.
• Assists in budget development and monitors expenditures, authorizes expense reimbursements and invoices up to a pre-determined limit. Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment.
• Participates in a variety of projects. Responsibilities include researching information, tracking statistical data and compiling and analyzing data involving new projects, the interpretation and application of policies and procedures. Manages projects by corresponding with key stakeholders, monitoring milestones and tracking action plans.
• Completes and submits eForms for designated Leaders; processes timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.

What you bring

Qualifications

• A level of education, training, and experience equivalent to grade 12 plus graduation from a formal secretarial program plus seven (7) years recent related experience, including three (3) years at a senior level, preferably in a health care environment.
• Ability to work independently and to resolve administrative issues/problems. Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level. Demonstrated flexibility to meet and adapt to changes in organizational priorities. Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines. Demonstrated ability to communicate effectively both verbally and in writing including the ability to respond politely and diplomatically to both internal and external inquiries. Demonstrated interpersonal skills to provide effective administrative support at the executive level. Demonstrated ability to provide guidance and direction to others. Demonstrated ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature. Demonstrated time management skills to assist others in meeting deadlines.
• Demonstrated knowledge of the historic and ongoing impacts of settler colonialism on Indigenous Peoples in social and health contexts, including supported by significant knowledge of Indigenous-specific mandates, including clear understanding of and commitment to eradicate Indigenous-specific racism and discrimination and embed Indigenous Cultural Safety and Humility.

Core Competencies

• Brings an understanding of the Indigenous specific racism and the broader systemic racism that exists in the colonial health care structure, and has demonstrated initiatives in breaking down barriers and ensuring a safe environment ensuring a sense of belonging to all and informed by Indigenous Cultural Safety.
• Awareness of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments.

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.

• Join one of BC's largest employers with province-wide programs, services and operations - offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San'yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Regular, Full-Time
Salary Range: $62,239 - $89,469
Location: 1333 W Broadway, Vancouver, BC V6H 1G9
Closing Date: April 30, 2025
Hours of Work: 0800-1600 (Monday to Friday)
Requisition # 181802E

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.

PHSA is committed to anti-racism and equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at internaljobs.phsa.ca