Executive Assistant, Indigenous Wellness and Reconciliation

Job Description

Summary

We acknowledge that Providence Health Care & the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.

Our Culture Every Providence hospital, residence and clinic is committed to excellence in patient and family-centered care. At Providence Health Care, you will be a part of a diverse environment where all people are valued and respected. With our talented team of employees, you will help us to become a part of the future of health care in British Columbia.

Driven by compassion and social justice, we are at the forefront of exceptional care and innovation. As individuals within a mission-driven organization, many of us feel very close to our “why.” We are committed to social justice, compassionate care, and Truth & Reconciliation with Indigenous Peoples.

Providence Health Care is a proud recipient of:

• 2024 BC’s Top Employers
• 2024 Canada’s Top Employers for Young People
• 2023 Mosaic Employer Recognition Award

Providence Health Care’s Indigenous Wellness and Reconciliation team is hiring! To learn more about the Indigenous Wellness and Reconciliation team, click here .

What We Offer

• The salary range for this role is $60,427 - $86,863 per year, depending on experience.
• A comprehensive health benefit package, including dental, vision, and life coverage.
• An orientation session and comprehensive onboarding to all new hires.
• A chance to grow professionally and personally, as part of a supportive team driven by innovation and the desire to address the future health needs of patients, families and our communities.
• This position will be required to be hybrid.

What You Will Do The Executive Assistant performs a variety of senior level secretarial administrative functions to support the efficient coordination of the office such as:

• Scheduling, organizing and attending committee/departmental/Board and Executive meetings
• Record minutes, scheduling appointments, screening, prioritizing, processing and responding to incoming and outgoing correspondence, telephone calls/messages and acts on requests/inquiries of the office consistent with the Mission, Vision, Values and Strategic Directions of Providence Health Care (PHC).
• The position interfaces with external agencies and senior representatives from both the public and private sector to support the SLT member and the team as a whole and may provide work direction and senior administrative leadership to secretarial support positions.

Your Day to Day

• Maintains appointment calendars and time commitments for the SLT member by performing duties such as receiving requests for appointments and/or information regarding meetings, determining the urgency of request, scheduling appointments and meetings, coordinating and altering schedules as deemed necessary and liaising with designated personnel internally and externally as required. Books rooms, notifies participants and circulates appointment schedules to attendees.
• Screens, triages and responds/acts upon requests and inquires of the office. Greets and directs visitors, answers in person or telephone inquiries, and receives and relays messages and couriers. Screens, determines urgency and prioritizes issues and items for the attention of the SLT member or team staff as designated; processes incoming and outgoing mail.
• Produces a variety of technical, non-technical and confidential materials such as business proposals, reports, presentation materials, memorandums, formal correspondences, and staff notices either from dictation, handwritten draft, email request or verbal request utilizing word processing, spreadsheet and graphic software; investigates, gathers and compiles information on issues and drafts correspondence and/or reports.
• Schedules and organizes meetings and seminars by booking meeting rooms, inviting and confirming attendance of guests, arranging necessary printing, drafting and distributing handouts, agendas, and minutes. Arranges provision of any necessary equipment such as flipcharts, overhead projector, microphones as well as catering needs; attends and records proceeding or participates in presenting information.
• Performs clerical duties such as faxing, photocopying, setting up and maintaining a variety of departmental and individual files and records; maintains a bring forward system.
• Participates in a variety of special projects that may be on-going or time limited focus by performing a variety of project specific functions such as researching information, coordinating activities/initiatives and compiling analytical data.

What You Bring High school graduation. Completion of a recognized secretarial program, with additional courses such as: business training, communications, and people skills. Five years recent senior level secretarial experience, or an equivalent combination of education and experience.

• Ability to keyboard at 60 wpm
• Intermediate to advanced skills using a variety of computerized software packages such Microsoft Office Suite (e.g., Word, Excel, Access, PowerPoint, Outlook), related databases and ability to navigate the internet efficiently. Knowledge and use of MS Visio and web publishing software would be an asset.

We recognize that people come with a wealth of experience and talent. We want to learn about you and your journey as it relates to this role. In lieu of a cover letter we encourage you to submit the story of your journey – this can be in a written/oral story, video, or even infographic. In your application, please let us know if you identify as Indigenous in Canada such as First Nations, Métis and/or Inuit. Preference will be given to those who self-identify as being First Nations, Métis and/or Inuit.

Qualifications / Skills and Education

Education
Grade 12. Completion of a recognized secretarial program, with additional courses such as: business training, communications, and people skills. Five years recent senior level secretarial experience, or an equivalent combination of education and experience.

Skills and Abilities
Ability to keyboard at 60 WPM.
Ability to communicate effectively both verbally and in writing
Ability to handle confidential information
Ability to co-ordinate complex meetings with internal and external contacts.
Ability to demonstrate effective interpersonal skills
Ability to organize and prioritize workload
Ability to work in a team environment and with minimal supervision
Intermediate to advanced skills using a variety of computerized software packages such Microsoft Office Suite (e.g., Word, Excel, Access, PowerPoint, Outlook), related databases and ability to navigate the internet efficiently. Knowledge and use of MS Visio and web publishing software would be an asset.

Duties and Responsibilities

Maintains appointment calendars and time commitments for the SLT member by performing duties such as receiving requests for appointments and/or information regarding meetings, determining the urgency of request, scheduling appointments and meetings, coordinating and altering schedules as deemed necessary and liaising with designated personnel internally and externally as required. Books rooms, notifies participants and circulates appointment schedules to attendees.

Screens, triages and responds/acts upon requests and inquires of the office. Greets and directs visitors, answers in person or telephone inquiries, and receives and relays messages and couriers. Screens, determines urgency and prioritizes issues and items for the attention of the SLT member or team staff as designated; processes incoming and outgoing mail.

Produces a variety of technical, non-technical and confidential materials such as business proposals, reports, presentation materials, memorandums, formal correspondences, and staff notices either from dictation, handwritten draft, email request or verbal request utilizing word processing, spreadsheet and graphic software; investigates, gathers and compiles information on issues and drafts correspondence and/or reports.

Schedules and organizes meetings and seminars by booking meeting rooms, inviting and confirming attendance of guests, arranging necessary printing, drafting and distributing handouts, agendas, and minutes. Arranges provision of any necessary equipment such as flipcharts, overhead projector, microphones as well as catering needs; attends and records proceeding or participates in presenting information.

Performs clerical duties such as faxing, photocopying, setting up and maintaining a variety of departmental and individual files and records; maintains a bring forward system.

Participates in a variety of special projects that may be on-going or time limited focus by performing a variety of project specific functions such as researching information, coordinating activities/initiatives and compiling analytical data.

Vaccination Flag

As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.