Communications Advisor And Executive Assistant

Communications Advisor And Executive Assistant

Job Information
Author pmnationtalk
Date September 28, 2021
Deadline Open
Type Full Time
Company Interior Health Authority
Location Kelowna, BC
Category Communications
Client Interior Health Authority
Contact Information
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Job title :COMMUNICATIONS ADVISOR AND EXECUTIVE ASSISTANT
Community :KELOWNA
Facility :KELOWNA CHSC
Status :PERMANENT FULL TIME

Position Summary

Come join our amazing Communications and Culture team for this exciting role.

The Communications Advisor and Executive Assistant supports the day-to-day operations of the Communications and Culture portfolio, including writing and editing services for corporate publications and websites to facilitate the implementation of IH’s communication strategies. The Communications Advisor and Executive Assistant supports the development and delivery of communication plans that inform and engage large, IH-wide audiences including employees, medical staff, and volunteers, as well as external audience. In addition, the position is responsible for providing confidential administrative support to the Vice President, Communications and Culture.

TYPICAL DUTIES AND RESPONSIBILITIES:

• Coordinates and disseminates approved internal and external information to support a variety of communication tools, such as newsletters and websites.

• Creates and publishes approved content on IH’s employee news website, In the Loop.

• Assists with the development, coordination, and implementation of special projects and events consistent with the strategic directions of the Portfolio and in support of organizational values and goals.

• Responds to enquiries and correspondence from the general public, employees, and the media or directs them to the most appropriate individual/area.

• Updates and maintains various team tools including SharePoint, Outlook distribution groups, IH announcement timelines, internal and external contact lists, and organization charts.

• Contributes to crisis communication planning and response delivery as a member of the CPE Team.

• Provides general administrative support to the Vice President, including: managing the Vice President’s calendar; gathering supporting information; proofing documents; preparing correspondence, minutes, and confidential reports. Works with other executive assistants to vice presidents as required.

• Supports the Vice President in completing required documentation associated with Human Resources and Payroll.

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

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

• Attends and acts as a recorder for confidential meetings, following up on action items as required.

• Arranges travel and accommodation by booking and confirming flights, vehicles, and hotel reservations.

• Performs other related duties as assigned.

Qualifications

• A diploma or certificate in Communications or Public Relations.
• Five years of recent, related experience, including experience in communications/public relations and administrative coordination and support in a large, complex organization.
• Experience in web-based communications and working with electronic newsletters, websites or intranet sites.
• A strong foundation in graphic design and electronic publication layout is an asset.
• An equivalent combination of education, training, and experience will also be considered.

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, 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

Skills and Abilities
• Excellent writing, editing, and proofreading skills.
• Excellent verbal and interpersonal skills.
• Knowledge of communications techniques and tools.
• Proficient with desktop publishing and design and MS Office applications.
• Knowledge of project coordination.
• Ability to function with autonomy and independence while exercising sound judgment skills.
• Decision-making and problem-solving skills.
• Ability to function as a member of a team and provide mentorship to others.
• Ability to work with all levels of leadership and staff in the organization as well as external stakeholders and the general public.
• Ability to be discreet, tactful, and flexible.
• Ability to organize workload and set priorities in a fast-paced and ever-changing environment.
• Knowledge of applicable computer hardware and software programs and the ability to perform web-based searches.
• Ability to type 60 wpm and set up letters, reports, etc. in a professional format.
• Ability to operate related equipment.
• Physical ability to perform the duties of the position.

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