Executive Coordinator (Internal Only)

The Health Employers Association of BC; Vancouver; On-site; CAD 63,000 - 83,000; Full time

Benefits offered by this job

Flexible work environment

Health and pension benefits

Training and development opportunities

Generous vacation

Job summary

The Health Employers Association of BC is seeking an Executive Coordinator to provide proactive administrative support, project coordination and communications assistance to the MSS team. You will manage schedules, prepare briefing materials, coordinate with government and partners, and handle confidential correspondence in a fast-paced environment.

We value initiative, strong judgment and a proactive approach to anticipate needs and roadblocks.

Qualifications

• A business administration diploma plus a minimum of five years of related administrative/executive support experience, including at least one year supporting senior executives or providing project coordination.
• Excellent communication, negotiation, and interpersonal skills with internal and external partners.
• Strong organizational, time management, and prioritization skills to coordinate workflows and meet tight deadlines in a fast-paced environment.
• Advanced proficiency in Microsoft Office applications (Outlook, Excel, Word, PowerPoint) to prepare professional reports, correspondence, and presentations.
• Demonstrated initiative, sound judgment, tact, discretion and confidentiality when handling sensitive matters.

Responsibilities

• Manages scheduling for assigned staff, including travel arrangements, ensuring schedules are manageable.
• Liaises with internal teams and external partners to coordinate projects and prepare reports for senior leaders.
• Prepares materials for senior/provincial meetings with external partners and Government; attends, records proceedings, and distributes minutes; follows up on actions.
• Schedules and attends meetings; records proceedings and summaries actions and decisions; initiates follow-up as required.
• Performs various administrative tasks, including research, reports, confidential correspondence, and liaison with finance for expense reports and budget tracking.

Skills

Communication

Organization

Scheduling

MS Office

Project coordination

Education

Business administration diploma

Tools

Outlook

Excel

Word

PowerPoint

Job description

OPPORTUNITY:

Reporting to the Senior Directors, the Executive Coordinator provides proactive administrative support, project coordination and communications assistance to senior leaders on the Medical Staff Services (MSS) team. The Executive Coordinator works independently to balance priorities and workflow to provide efficient and effective administrative support in a fast-paced environment and plays a key role in ensuring the effective functioning of the MSS team.

The Executive Coordinator demonstrates initiative, sound judgment and problem-solving skills to complete work, anticipating needs and roadblocks before they arise. The demanding and ever-changing nature of the environment adds complexity to the administrative role and requires flexibility to assist others in achieving time-structured goals.

The successful candidate will be a resourceful, highly organized, self-motivated professional who is proactive and anticipates the needs of internal and external partners and thrives in delivering superior support in a complex environment.

Responsibilities include:

• Effectively manages scheduling for assigned staff, including making travel arrangements, in a manner that ensures schedules are manageable.
• Liaises and coordinates with internal teams and external partners to effectively facilitate shared matters of daily business, coordinate projects and prepare reports and briefing materials for senior leaders as assigned.
• Prepares materials and items for senior-level and provincial-level meetings with external partners and Government, attends and records proceedings, prepares and distributes minutes, communicates committee decisions, and initiates and/or completes any required follow-up. Ensures that action items are documented and monitored to ensure timely completion. Provides status updates as required.
• Schedules and attends meetings as assigned. Records proceedings, prepares and distributes accurate minutes, summarizes actions items and decisions and initiates and/or completes any required follow-up.
• Completes a broad variety of administrative tasks including conducting research, completing reports; composing and preparing correspondence that may be complex and/or confidential and preparing expense reports/visa reconciliations, liaising with finance and budget tracking.

Required Experience & Knowledge:

A level of education, training and experience equivalent to a business administration diploma plus a minimum of five (5) years’ recent, related experience in progressively more responsible and complex administrative/executive support positions, including at least one (1) year supporting senior executives or providing project coordination, or an equivalent combination of education training and experience.

• Excellent communication, negotiation, and interpersonal skills, with the ability to build and maintain effective relationships with internal and external partners.
• Strong organizational, time management, and prioritization skills, with the ability to coordinate workflows, manage multiple projects, and meet competing deadlines in a fast-paced environment.
• Advanced proficiency in Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint, to prepare professional reports, correspondence, and presentations.
• Demonstrated ability to exercise initiative, sound judgment, tact, discretion, and confidentiality when handling sensitive matters with minimal direction.
• Proven ability to organize large volumes of information and materials while meeting tight timelines.
• Skilled in liaising professionally with senior executives, government officials, legal counsel, Board and committee members, and staff to coordinate and communicate information effectively.

Along with a competitive salary, HEABC offers a flexible work environment, generous vacation, health and pension benefits as well as training and development opportunities.

Salary Range: $63,484 to $83,322

Typical Hiring Range: $63,484 to $79,355

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.

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.

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