Salary Range: $62,239-$89,469/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.
Job Summary:
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, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. 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. Coordinates the flow of information, ensures accurate and timely delivery of administrative service, assists in budget development and monitors expenditures, arranges travel and accommodation, provides project support, submits HR and Finance information, and maintains office equipment and supplies.
Duties/Accountabilities:
• 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.
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. Ability to type 60 words per minute.