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Executive Assistant

  • Organization BC Patient Safety & Quality Council
  • Location Vancouver, BC
  • Closing Date January 18, 2021

Full-Time

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Our work leads to better health care for British Columbians. Using evidence-informed strategies, we shift culture, improve clinical practice and advance person- and family-centred care to support high-quality care for every person in our province.

ROLE SUMMARY

The Executive Assistant provides confidential administrative and executive support to the Executive Director, Health System Improvement & Engagement as well as the Executive Director, Learning, Analytics & Strategic Initiatives. The Executive Assistant serves as the initial point of contact with the Government and organizations provincially and nationally (including senior officials at the Ministry of Health, senior level contact at Health Authorities, health care organizations, medical professional bodies, the University of British Columbia, lawyers, and the general public), and prioritizes demands and requests, delegates and refers as appropriate. Responsibilities include coordinating the flow of information, administrative project coordination support, ensuring accurate and timely delivery of administrative services and keeping the Executive Directors apprised of issues and activities.

KEY ACCOUNTABILITIES

  • Functions as the confidential liaison for the Executive Directors with internal and external stakeholders utilizing strong communication and persuasion abilities and an understanding of stakeholder needs.
  • Handles sensitive and day-to-day verbal and written communications, screens calls, requests and inquiries, determines importance/urgency of same, and provides a response and/or forwards to appropriate staff member for reply.
  • Maintains the Executive Directors 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.
  • Provides exchange of information to others internal and external to the organization; deals with highly sensitive and confidential issues; makes decisions regarding what needs to be completed that requires analysis and interpretation; and exercises initiative, judgment and problem solving skills to complete work, judgments affect the accuracy, reliability and acceptability of further processes or services in the organization.
  • Discusses objectives, issues and priorities to ensure the necessary flow of information to and from the Executive Directors by having regular contact with members of the Council, health authority and Ministry of Health Executive and other senior leadership and management team members and liaising with the Ministry of Health and other government/ministry officials, national and international external organizations and other health care authority representatives utilizing a thorough knowledge of the Council in addition to strong communication and interpersonal skills to respond effectively.
  • Produces and maintains a variety of accurate and well-designed documents including correspondence, expense claims, briefing notes, memos, minutes, and meeting agendas. Maintains readily accessible paper-based and electronic information files and archives.
  • Undertakes any new projects and new initiatives as assigned.
  • Coordinates travel and hotel arrangements as required.
  • Advances and practices cultural safety and humility.

QUALIFICATIONS

  • A level of education, training and experience equivalent to Grade 12 plus graduation from a formal business or office administration program plus five to seven (5-7) years recent related experience, including three (3) years at a senior level, preferably in a health care environment or an equivalent combination of education, training and experience.
  • Ability to work independently and to resolve administrative issues/problems.
  • Demonstrated ability to use word processing, spreadsheet, presentation software and Microsoft.
  • Office Outlook calendar management at advanced levels.
  • Demonstrated flexibility to meet and adapt to change in organizational priorities.
  • Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines, including demonstrated time management skills to assist others with meeting deadlines and objectives.
  • 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 exhibit 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.

 

To apply, please send a cover letter and resume to careers@bcpsqc.ca by January 18, 2021.

Only shortlisted candidates will be contacted.