Executive Assistant, Operations

Reporting to the chief operating officer (COO) and supporting the director of information technology, the executive assistant provides administrative support to the operations department and the committees that support the department in a well-organized and timely manner.

The ideal candidate will enjoy working on a one-to-one basis on a variety of tasks related to the COO's working schedule. The executive assistant will have the ability to exercise good judgement and possess strong written and verbal communication skills to handle a wide variety of activities and confidential matters with professionalism and discretion.

Duties and responsibilities
Duties include but are not limited to the following:

Office coordination

• works independently and collaboratively with the COO to support the daily operations of the department
• acts as a single point of contact for the COO, responding to general inquiries from staff, registrants physicians), and members of the public
• works independently and collaboratively with the COO to support the daily operations of the department
• acts as a single point of contact for the COO, responding to general inquiries from staff, registrants (physicians), and members of the public
• provides a channel for smooth communication between the registrar's office, internal departments, and committee members; demonstrating a professional presence to maintain credibility, trust and support with the senior management team and staff
• plans, coordinates and ensures the COO's daily schedule is prioritized while keeping the COO apprised of priority issues and activities
• offers organizational and administrative support to the information technology director, working effectively to keep them well-informed of upcoming meetings, and setting reminders for follow-up on action items to ensure completion prior to deadline
• schedules appointments, meetings, conferences, special events and other functions
• coordinates the COO's expenditures, ensuring reimbursement in a timely fashion
• initiates and processes paperwork for travel requisitions, requisitions for payment, honoraria, and expense claims
• maintains the COO's bring-forward system, checking to ensure all relevant material is included so that the COO is prepared for meetings
• maintains office records and defines common filing procedures for the office of the COO
• composes correspondence and creates reports, presentations, spreadsheets, and other briefs as required
• researches advantageous deals with preferred suppliers and vendors e.g. hotels
• works on special projects and other tasks as assigned

Committee support and coordination

• provides confidential administrative support to the Finance and Audit Committee, Human Resources Committee, strata council, and operations departmental meetings
• prepares meeting agendas, distributes correspondence, and records minutes for department and committee meetings ensuring decisions and the follow-up actions have been accurately recorded for timely completion
• develops and monitors meeting agenda supportive of various committee-related initiatives and events
• books meeting rooms, invites and confirms attendance of guests, and arranges necessary printing and distribution of handouts, agendas and minutes
• arranges meeting logistics such as informational technology equipment, and catering requirements
• maintains discretion and confidentiality in relationships with all committee members
• provides technical and administrative support to committee members as needed

Skills and qualifications

• Required skills and qualifications include:
• successful completion of grade 12 supplemented by a two-year office administration diploma or equivalent combination of education and experience
• paralegal training preferred
• background in health care or familiarity with medical language is preferred
• familiarity with financial terminology an asset
• proven ability to develop effective and trusting relationships with senior management team, board and committee members, and co-workers
• ability to accurately and efficiently record minutes of meetings in a formal environment
• highly resourceful team player with the ability to also be extremely effective independently
• strong sense of confidentiality, professionalism, tact, diplomacy, and good judgement
• must be flexible in work hours to accommodate operational demands requiring the occasional early morning or later afternoon meetings
• strong working knowledge of Microsoft Word, Excel, Outlook and PowerPoint
• strong verbal and written communication skills
• previous experience writing, editing and proofreading correspondence
• demonstrated ability to multi-task and prioritize, work under pressure, and meet deadlines and members of the public
• provides a channel for smooth communication between the registrar's office, internal departments, and committee members; demonstrating a professional presence to maintain credibility, trust and support with the senior management team and staff
• plans, coordinates and ensures the COO's daily schedule is prioritized while keeping the COO apprised of priority issues and activities
• offers organizational and administrative support to the information technology director, working effectively to keep them well-informed of upcoming meetings, and setting reminders for follow-up on action items to ensure completion prior to deadline

The compensation range for this position is $46,347-$57,934 per year based on part time, four days per week.

The College is committed to our ongoing journey to be a diverse, equitable and inclusive place to work. All interested applicants, regardless of age, family or marital status, physical or mental disability, race, colour, religion, place of origin, and ancestry, Indigenous identity, gender identity or expression, sex, sexual orientation political belief, socio-economic background, criminal conviction or any other characteristic protected by applicable law, are strongly encouraged to apply. Accommodations are available upon request for candidates taking part in the recruitment and selection process.

The College values the strength diversity brings to our workplace, so if you’re excited about a career at the College but your past experience doesn’t align perfectly with the current job postings or you are not ready to apply yet, we encourage you to create an employee profile in the careers portal and our HR team will be able to see your skills and proactively match you with other roles more closely aligned to your experience and skillset.

We thank all applicants for their interest; however, only those selected for interview will be contacted.

The College of Physicians and Surgeons of BC is located on the unceded and traditional territory of the Coast Salish peoples, including the territories of the hən̓q̓əmin̓əm̓ speaking peoples―the xʷməθkʷəy̓əm (Musqueam) and sel̓íl̓witulh (Tsleil-Waututh) Nations, and the Sḵwx̱wú7mesh-ulh Sníchim speaking peoples―the Sḵwx̱wú7mesh (Squamish) Nation.

We acknowledge the rights and title of BC First Nations whose territories span across the province. These territories recognize that laws, governance, and health systems tied to lands and waters have existed here since time immemorial.

Please apply online:
 https://jobs.dayforcehcm.com/en-US/cpsbc/CANDIDATEPORTAL/jobs/513