137706 - Executive Assistant/Office Coordinator

Work Location
Admin 601 W. Broadway
Work Area
VCH Transformation Team
Home Worksite
00 - Excluded - VCHA
Additional Sites
Broadway Plaza, 11th flr, 601 West Broadway, Vancouver, BC V5Z 4C2
Labour Agreement
Excluded
Union
905 - Mgt/Excluded-VCHA (37.5 Hr)
Position Type
Baseline
Job Status
Regular Full-Time
FTE
1.00
Standard Hours / Week
37.50
Job Category
Administrative Professionals
Salary Grade
05
Min Hourly
CAD $31.81/Hr.
Max Hourly
CAD $45.72/Hr.
Shift Times
0800-1600
Days Off
Saturday, Stats, Sunday

Come work as an Executive Assistant/Office Coordinator with Vancouver Coastal Health (VCH)!

Reporting to the Vice President (VP) of Strategy, Innovation and Planetary Health, the Executive Assistant/ Office Coordinator provides confidential executive and administrative support to a member of the Vancouver Coastal Health (VCH) Senior Executive Team (SET). The position coordinates the administrative support functions and flow of information of the VP and Transformation team. Triages information of a sensitive and confidential nature, ensures accurate and timely delivery of administrative services, and keeps the SET member apprised of issues and activities. Interacts with SET members, senior leaders, managers/directors and administrative support staff across the organization to convey information and promotes positive and respectful relationships. Professionally represents the interests of the VP and organization and communicates in a compelling manner to influence and persuade internal and external stakeholders/customers at all levels. Works independently and pro-actively to ensure administrative needs of the SET member are met.

As an Executive Assistant/Office Coordinator with Vancouver Coastal Health you will:

• Participate in the recruitment, orientation, coordination and evaluation of new staff within the area and ensure that the support system functions efficiently and effectively across the designated site(s) within the portfolio.
• Provide administrative support that respects confidentiality and ensure that administrative matters are organized and dealt with in a professional manner.
• Facilitate effective triaging of correspondence, determination of appropriate action, and timely follow up as appropriate.
• Coordinate meetings, events and forums, by ensuring well-defined and timely agendas, identifying and notifying interested parties, compiling background information and supporting materials, and preparing packages/summary documents, confirming location and catering, as appropriate. Provide day-of support to ensure all technology in proper working order, and participants confirmed.
• Maintain a consistently updated and accurate appointment schedule for the SET member, and direct reports required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
• Produce well-designed and accurate reports, minutes, correspondence, presentation materials, spreadsheets, and memos. Maintain and update various computer databases and web pages.
• Represent interests of applicable SET member in administrative matters utilizing strong communication and persuasion abilities and an understanding of partner needs. Liaise with other Health Authorities, local community and government agencies on behalf of the VP and direct reports to respond to and/or share information and ensure follow-up as required.
• Ensure appropriate dissemination of information about organizational and/or program/service procedures and processes and the status of issues to internal and external partners.
• Assist with budget development by ensuring information is current and accurately compiled, monitoring expenditures, ensuring invoices are authorized to predetermined amounts, and analyzing and reporting variances for multiple programs/departments.
• Maintain/process timekeeping records, vacation entitlements, etc. for Transformation team and respond to related queries.
• Compile and collate analytical information/data to assist in trending, comparing and benchmarking activities.
• Oversee facilities management, leases, equipment, purchasing, payroll, parking and security, inventory management, communications and information systems for the program as appropriate and applicable to the position. Ensure consistently functioning administrative tools, systems and services in a systematic and organized manner.
• Initiate and prepare paperwork to complete various personnel transactions including using EE online (employee status changes, vacancy requests, leaves of absence, etc.), E-Pro (supply orders, etc.), Payroll systems and other relevant corporate systems. May be responsible for approving various order requests.
• Identify services, service gaps and system processes to improve and or provide maximum program efficiencies.
• Perform all other duties as required.

Education & Experience

• Graduation from a recognized executive assistant post-secondary Diploma program plus five to seven (5-7) years’ experience supporting senior executive(s) or an equivalent combination of education, training and experience.
• Must have advanced word processing, spreadsheet, presentation, desktop publishing, and database software skills and the ability to type a minimum of 60 w.p.m.
• Bachelor’s Degree preferred.

Knowledge & Abilities

• Exercises considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
• Liaises in a professional and courteous manner with SET members, senior leaders, managers/directors, staff and the public to gather and disseminate information.
• Communicates in a compelling, clear and understandable manner (both verbally and in writing) and uses strong persuasion abilities to represent the needs of the SET member and organization.
• Applies excellent time management skills to prioritize and complete assignments in a manner that optimizes departmental effectiveness and contributes to organizational success.
• Practices care and thoroughness when maintaining, monitoring, calculating and summarizing data, records and budget information.
• Collaborates with peers and/or provides leadership and direction to staff to ensure administrative systems and processes are consistently followed and monitored for effectiveness. Ensures gaps are addressed and resolved when identified.
• Employs expertise in the use of desktop computer applications to create a variety of documents and presentations.
• Exhibits strong leadership abilities to coordinate an executive office and administrative staff ensuring seamless delivery of administrative services.
  
  

As per Ministry of Health policy, all health care workers working in publicly-funded health care facilities are required to report their past receipt of certain vaccines or history of certain infections. Collecting these records will allow for offering of any missing vaccines, and for appropriate actions to be taken in the event of any future exposure to a communicable disease or during outbreaks. For all new hires and appointments to Vancouver Coastal Health, you will be asked to provide this information as part of the onboarding process.

Why Join Vancouver Coastal Health (VCH):

VCH is a world class innovator in medical care, research and teaching, delivering service to more than one million BC residents. At VCH, we embrace thinking boldly, taking smart risks, and 'going first' when we believe it will lead to the best possible outcomes for patients and their families. We invite you to join us in creating healthy lives in healthy communities by showcasing our passion for care, connection to the communities we serve and our culture of teamwork that makes VCH a great place to work.

• Comprehensive health benefits package, including MSP, extended health and dental and municipal pension plan
• Grow your career with employer-paid training and leadership development opportunities
• Wellness supports, including counselling, critical incident and innovative wellness services are available to employees and their immediate families
• Award-winning recognition programs to honour staff, medical staff and volunteers
• Access to exclusive discount offers and deals for VCH staff

At Vancouver Coastal Health, our vision of healthy lives in healthy communities inspires us and our values and pillars guide us. We support equitable practices, diverse teams and inclusive environments, which are vital to creating welcoming spaces where everyone can bring their whole selves to work and feel supported. We encourage applications from equity-deserving communities, including Indigenous Peoples and members of racialized groups, people with disabilities and people of all gender identities and expressions and sexual orientation.

Vancouver Coastal Health is proud to be recognized as one of Canada's Top 100 Employers in 2024.

Only short-listed applicants will be contacted for this posting.

***Employees of VCH must apply online via the Internal Career Portal on CareerHub, you are currently viewing the External Career Portal. Refer to the https://my.vch.ca/working-here/job-postings site for instructions on how to view internal job postings and how to apply as an employee. Current VCH employees who apply to this posting using this external site will be considered as an external candidate. Seniority will not apply.***

Thank you for your interest in Vancouver Coastal Health.