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Executive Assistant to Vice President and Chief Information Officer

Job Information
Author pmnationtalk
Date June 30, 2020
Type Full Time
Company Interior Health Authority
Location Kelowna, BC
Category Admin / Office
Client Interior Health Authority
Contact Information
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Executive Assistant to Vice President and Chief Information Officer

Competition #: 01416860
Employee Type: PERMANENT FULL TIME
Bargaining Unit: NON-CONTRACT
Facility: KELOWNA CHSC
Department: IH – EXECUTIVE ADMIN SERVICES
Reports To: COORDINATOR, EXECUTIVE ADMINISTRATIVE SERVICES.
Close Date: JULY 03, 2020*
Comments:

 

Position Summary
The Executive Assistant (EA) is a respected and trusted partner within the Executive Leadership team and plays an integral role by providing confidential, senior level administrative support functions to the Vice President (VP) and Chief Information Officer. This position requires a high functioning, fast paced, detail oriented professional with senior administrative experience to act independently and take initiative to coordinate and organize portfolio workflow.

The Executive Assistant’s 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.

TYPICAL DUTIES AND RESPONSIBILITIES:

1. 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 daily 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

2. Attends and acts as a recorder for confidential meetings including the Digital Health Management Committee meeting and other meetings as required.
• 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.

3. Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.

4. Oversees and coordinates the administrative and business functions of the Information Management Information Technology (IMIT) department.

5. 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.

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

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

8. 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.

9. 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.

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

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

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

13. Performs other related duties as assigned.

Qualifications
• 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.

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.

* All postings with a closing date specified close at 11:59 pm PT

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