Executive Assistant

Position Summary
Who are we looking for:

Are you looking for a new and rewarding senior leadership challenge in healthcare? Interior Health has an exciting opportunity for Executive Assistant in Kelowna. We are looking for people who want to make a difference in the communities in which they live, work and play. Relocation allowance will be provided, apply today to join our amazing team.

Some of the benefits of joining Interior Health:

• An attractive remuneration package
• Excellent career prospects
• Employee & Family Assistance Programs
• Employer paid training/education opportunities
• Employer paid vacation
• Medical Service Plan
• Employer paid insurance premiums
• Extended Health & Dental coverage
• Municipal Pension Plan
• Work-life balance
• Relocation Allowance

How will you create an impact:

The Executive Assistant provides confidential administrative support functions to the Vice President. The Executive Assistant’s primary responsibilities include coordinating and organizing workflow; determining priorities; composing correspondence (confidential and other) for signature; designing and creating correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; arranging travel and accommodation by booking and confirming flights, vehicles, and hotel reservations; maintaining the integrity and confidentiality of all information which flows through, and is processed for the VP as it pertains to the portfolio, operations, personnel, labour relations, finance, and public affairs; and supporting the VP in setting a positive, collaborative, and efficient tone for the portfolio.

What will you work on:

o Provides general administrative support to the VP by:

• coordinating meeting schedules and calendars for the Vice President by prioritizing and arranging appointments, and cancelling and/or rescheduling meetings as required, ensuring that schedules are manageable
• proofing mailings for spelling, grammar, and clear understanding
• preparing and typing correspondence, memoranda, minutes, confidential reports, and other documents
• opening, screening, and prioritizing mail
• acknowledging letters and composing correspondence for signature
• providing supporting information where required
• preparing spreadsheets, graphs, flow charts, and statistics as required
• responding to administrative requests and inquiries
• protecting the security of confidential information by maintaining private files and typing private correspondence

o Provides meeting management for confidential, high-level meetings that may include members of the Board of Directors, CEO, senior IH leadership and external partners.
• collects agenda items, prepares, and circulates agenda packages
• transcribes minutes and distributes accordingly
• follows up on action items as required
• ensures appropriate supplies and support materials are available and equipment is in working order

o Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.
o Mentors the administrative team, who schedule meetings and appointments for portfolio Directors ensuring that schedules are manageable by assessing the urgency of meeting requests, ensuring required preparation for meetings is complete, and Directors are provided with pertinent information prior to scheduled meetings.

o Establishes best practices and provides mentorship for workplace tools and automation.

o Liaises and coordinates with other Interior Health (IH) Executive and Administrative Assistants, as necessary, to facilitate the many shared matters of daily business.

o Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Answers routine as well as highly sensitive and confidential inquiries and complaints by determining the nature of the issues and provides information directly or through correspondence. Initiates follow-up processes with staff and others as necessary. Resolves day-to-day problems as required and advises the VP as necessary.

o Supports the VP in completing required documentation associated with Human Resources including on staff and change notices, payroll removal forms, payroll queries, and travel reimbursements.

o Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Assembles, edits, and prepares reports in an appropriate format.

o Sets up and maintains manual and computerized filing systems for all correspondence and administration files.

o Arranges travel and accommodations by booking and confirming flights, vehicles, and hotel reservations.

o In alignment with IH’s Occupational Health & Safety Program, employees shall adhere to all Occupational Health and Safety policies and procedures at all times and attend all required training. Employees are responsible to report any identified hazards, unsafe conditions or incidents to the manager or supervisor immediately.

o Performs other related duties as assigned.

Honouring Interior Health’s commitment to Truth and Reconciliation and the Declaration on the Rights of Indigenous Peoples Act (DRIPA), and Pursuant to Section 42 of the BC Human Rights Code, preferential consideration and/or hiring will be given to qualified applicants who self-identify as Indigenous (First Nations, Métis, or Inuit).

Qualfications
Education, Training, and Experience
• Graduation from a recognized secretarial program. A relevant under-graduate business degree is preferred.
• Five years of experience as an Executive Assistant to a senior official in a large, complex organization.
• Or an equivalent combination of education, training, and experience.

LEADS Capabilities
Demonstrates all LEADS Capabilities, in particular:
• Leads Self/Cultural Agility - self-awareness, demonstrates character; noticing and adapting to cultural uniqueness to create a sense of safety for all.
• Engages Others/Empathy - communicates effectively; listens with heart rather than reacting.
• Achieves Results/Process Orientation - takes action to implement decisions, assesses & evaluates results, follows culturally respectful processes that also produce results.
• Develops Coalitions/Building a Trust-Based Relationship - builds partnership and networks to create results, demonstrates a commitment to customers and service, participating in open exchanges of experiences and culture.
• System Transformation/Credible Champion - demonstrates systems/critical thinking, strategically oriented to the future, champions & orchestrates change, remains self-aware and maintains effective relationships, shows courage and conviction in advocating for change for the betterment of Indigenous people.

Skills and Abilities
• Ability to communicate effectively, both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize workload and set priorities.
• Ability to work without supervision.
• Ability to type 60 wpm and set up letters, reports, etc. in a professional format.
• Knowledge of applicable computer hardware and software programs and the ability to perform web-based searches.
• Ability to operate related equipment.
• Physical ability to perform the duties of the position.

Interior Health strives to create an environment where you enjoy the work you do, the place where you work, and the people around you. Together, we create great workplaces. Apply today!