Job Description

Salary

The salary range for this position is CAD $24.76/Hr. - CAD $45.71/Hr.

Job Accuracy Posting Flag

The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. **Testing may be required. ***A criminal record check may be required

Providence Health is hiring both Administrative and Executive Assistants for various areas! Apply to this posting to be pre-qualified for upcoming opportunities.

Administrative Assistants: Reporting to the Executive Director/Director/Operations Leader/Manager/Leader or designate, the Administrative Assistant performs a variety of confidential administrative and secretarial support functions and coordinates daily office activities for operational or corporate area(s). Uses a variety of software applications to produce reports, maintain databases and develop presentation materials. Schedules and coordinates meetings, distributes agendas, takes minutes and follows up as necessary. Processes and disseminates information including confidential medical-legal, labor relations, and disciplinary correspondence. Responds to inquiries from internal and external sources as appropriate. Supports the preparation of financial and statistical documentation. Performs clerical duties such as processing mail, filing, faxing and answering inquiries by phone or email. Works with other administrative and clerical staff to ensure coverage in designated areas and/or to assist with priority projects.

Executive Assistants: Reporting to a member of the Senior Leadership Team (SLT), performs a variety of senior level secretarial and administrative functions to support the efficient coordination of the office such as scheduling, organizing and attending committee/departmental/Board and Executive meetings to record minutes, scheduling appointments, screening, prioritizing, processing and responding to incoming and outgoing correspondence, telephone calls/messages and acts on requests/inquiries of the office consistent with the Mission, Vision, Values and Strategic Directions of Providence Health Care (PHC). The position interfaces with external agencies and senior representatives from both the public and private sector to support the SLT member and the team as a whole and may provide work direction and senior administrative leadership to secretarial support positions.

What You Bring

Education & Experience:

Administrative Assistant:

• Grade 12 and a completion of a recognized secretarial program.
• Three (3) to five (5) years recent, related experience supporting management staff, or equivalent combination of education, training and experience.

Executive Assistant:

• Grade 12 and a completion of a recognized secretarial program with additional training in business, communications, or related fields.
• Five plus (5+) years of recent senior-level secretarial or administrative experience, or an equivalent combination of education and experience.

Skills and Abilities:

• Demonstrated organizational skills to effectively prioritize workload and meet deadlines.
• Ability to manage multiple complex and competing priorities.
• Ability to develop, interpret, apply and communicate administrative policies, procedures and practices.
• Effective interpersonal and organizational skills and the ability to maintain effective working relationships.
• Ability to communicate effectively both verbally and in writing.
• Ability to work with minimal supervision.
• Ability to keyboard at 50 WPM.
• Ability to handle confidential information with tact and discretion.
• Ability to problem-solve and develop solutions.
• Working knowledge of basic record keeping and bookkeeping/accounting procedures and concepts.
• Demonstrated ability to work effectively, both independently and as part of a team.
• Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g., Excel, Access, PowerPoint, Outlook), related databases and Internet. Knowledge and use of MS Visio and web publishing software would be an asset.
• Ability to use related equipment.
• Physical ability to perform the duties of the position.

Additionally, for Executive Assistants:

• Ability to keyboard at 60 WPM.
• Ability to communicate effectively both verbally and in writing
• Ability to handle confidential information
• Ability to co-ordinate complex meetings with internal and external contacts.
• Ability to demonstrate effective interpersonal skills
• Ability to organize and prioritize workload
• Ability to work in a team environment and with minimal supervision
• Intermediate to advanced skills using a variety of computerized software packages such Microsoft Office Suite (e.g., Word, Excel, Access, PowerPoint, Outlook), related databases and ability to navigate the internet efficiently. Knowledge and use of MS Visio and web publishing software would be an asset.

What We Offer

• State-of-the-art facilities The new St. Paul's Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada, designed to appropriately address the future health needs of patients, families and our communities. From hospital care to primary and community health solutions, the new St. Paul’s Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul’s Hospital is expected to open in 2027.
• A competitive salary:
  • Administrative Assistant: $24.76-32.50 CAD
  • Executive Assistant: $31.80-45.71 CAD
• Inclusive culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.

Your Day to Day:

• Document & Report Preparation: Create reports, correspondence, brochures, notices, rosters, schedules, and presentation materials using word processing, spreadsheet, and graphic software. Develop and maintain spreadsheets/databases for data recording, retrieval, analysis, and display. Prepare flow charts, project plans, and organizational charts using business diagram software.

• Meeting Coordination: Schedule, prioritize, and organize meetings/seminars with leaders or designates. Resolve time conflicts, confirm attendance, book rooms, arrange equipment, supplies, and catering. Prepare and distribute agendas, attend meetings, record proceedings (including confidential topics), and take follow-up actions.

• Travel Arrangements: Make and confirm travel reservations, liaise with travel agents, verify itineraries, and manage billing details.

• Correspondence Handling: Process confidential mail/email, photocopy, fax, and file documents. Respond to inquiries, prioritize emergent issues, and liaise internally/externally for follow-up.

• HR & Recruitment Support: Track personnel transactions and maintain records related to recruitment, selection, performance management, and workplace health and safety. Coordinate interviews, assist with onboarding, orientation, ID documents, and computer setup.

• Committee Support: Prepare agendas, record minutes, transcribe reports, and take follow-up actions for meetings.

• Reception & Clerical Duties: Greet visitors, answer inquiries, manage calls, relay messages, and forward public concerns appropriately.

• File Management: Maintain and update electronic and hard-copy filing systems for timely information retrieval.

• Project & Budget Assistance: Support project teams, prepare financial/statistical reports, and assist with budget documentation. Liaise on minor capital renovation processes and prepare related documentation.

• Office Maintenance: Manage office supplies and equipment, process requisitions, verify deliveries, and coordinate repairs/security access.

• Web & Media Support (as required): Update Internet/Intranet pages, coordinate contributions, edit text, upload documents, and assist with graphic/audio presentations.

• Student Placement Support (as required): Liaise with academic institutions and program areas to coordinate student placements and process documentation.

• Financial Processing Process invoices, cheque requests, deposits, and maintain banking records.

• Payroll Support Edit and submit timekeeping records, liaise with payroll for inquiries and adjustments.

• Team Collaboration Work collaboratively with other support staff and provide coverage as needed.

• Other Duties Perform additional tasks as assigned

For Executive Assistants:

• Calendar & Schedule Management: Maintain appointment calendars and time commitments for SLT members. Receive and prioritize appointment requests, determine urgency, and schedule/alter meetings as needed. Liaise internally and externally to confirm details; book rooms and circulate schedules.

• Request & Inquiry Handling: Screen, triage, and respond to office requests and inquiries. Greet and direct visitors, answer calls and in-person inquiries, relay messages, and manage couriers. Prioritize issues for SLT attention and process incoming/outgoing mail.

• Document & Report Preparation Produce technical, non-technical, and confidential materials (e.g., proposals, reports, presentations, memorandums, formal correspondence, staff notices). Draft correspondence and reports by gathering and compiling information from various sources. Utilize word processing, spreadsheet, and graphic software for document creation.

• Meeting Coordination: Schedule and organize meetings/seminars, book rooms, confirm attendance, and arrange printing and handouts. Prepare and distribute agendas and minutes; arrange equipment and catering. Attend meetings to record proceedings or assist with presentations.

• Clerical & File Management: Perform faxing, photocopying, and maintain departmental and individual files. Manage a bring-forward system for timely follow-up.

• Project Support: Participate in special projects by researching information, coordinating activities, and compiling analytical data.

We acknowledge that Providence Health Care and the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.