Overview
Administrative Assistant, Senior Leaders Std Jobs in Vancouver, British Columbia at PHSA
Job Summary:
In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Administrative Assistant provides complex confidential administrative and secretarial support to the designated Senior Leader(s) and assists with the activities of multiple programs/departments including workload support and organization-wide activities, relevant human resource actions and subsequent projects and taking direction from other designated personnel as appropriate. The Administrative Assistant manages the day-to-day administrative operations and resolves day to day problems to ensure accurate and timely delivery of administrative service; analyzes, interprets and adapts guidelines; and works independently with minimal direction to balance priorities and workflow. Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, and interacts with senior leaders, managers/directors and administrative support staff across the senior leaders portfolio and the organization to convey information and professionally represent the interests of the programs/departments/services and the senior leader(s) utilizing strong persuasion and communication abilities and the exchange of information. Attends and records senior management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, and maintains office equipment and supplies. Designs, creates and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; processes confidential and sensitive documents; and drafts and evaluates operating procedures for the assigned areas.
Duties/Accountabilities:
• Maintains a consistently updated and accurate appointment schedule for the senior leader and others as required. Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages/summary documents to assist in decision making and meeting facilitation. Coordinates administrative meeting logistics and makes catering, travel and accommodation arrangements. Attends and acts as a recorder for confidential meetings such as senior management meetings and follows-up on action items and in-services as required.
• Responds to verbal and written communication and liaises internally and externally by screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to the designated Leader or other senior staff for reply. Liaises with external organizations on behalf of the designated Leader to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues. Effectively triages visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.
• Provides work direction and guidance to support staff as needed and checks the work of others to ensure administrative needs of the area are met. Participates in the develo…
Title: Administrative Assistant, Senior Leaders Std
Company: PHSA
Location: Vancouver, British Columbia
Category:
