Executive Administrative Assistant

Organization NameJob CategoriesPosition TypeRegion and Location(s)Career LevelSalaryAd Online SinceApplication Deadline
Rural Coordination Centre of BC
  • Administrative / Clerical Support
  • Healthcare: Doctors, Dentists, Optician, Dietician
Contract - Full Time
  • British Columbia - Vancouver & Lower Mainland - Vancouver
Experienced (Non-manager)N/A2019-05-012019-05-31

About Us:

We are passionate about improving the health of rural people & communities, and RCCbc believes that an integrated approach to health care provision supports collaboration, cooperation and interprofessionalism.

We work by supporting physician and healthcare provider health & practice; by growing relationships; by augmenting feedback loops; by coordinating; and by enhancing innovation.

Our main office is in Vancouver, B.C., with nodes in Prince George and in Penticton.

 

Job Summary:

Reporting to the Executive Director Operations, the Administrative Assistant is responsible for providing personal and confidential administrative support to the Executive Director Operations, Networks Director, Specified Projects Manager.

 

Key Responsibilities & Duties:

Provides clerical and administrative support by:

  • Functions as the confidential liaison for the Executive Director, Operations, Networks Director, Specified Projects Manager with internal and external stakeholders utilizing strong communication and persuasion abilities and an understanding of stakeholder needs.
  • Ensures the necessary flow of information while maintaining appropriate levels of security and confidentiality. Keeps the Executive Director, Operations, Networks Director, Specified Projects Manager apprised of issues and activities.
  • Produces and maintains a variety of accurate and well-designed documents including spreadsheets, presentations, correspondence, expense claims, briefing notes, memos, minutes, and meeting agendas some of which are sensitive and confidential, from handwritten materials, and emails. Utilizes a variety of software applications. Maintains readily accessible paper-based and electronic information files and archives.
  • Drafts correspondence, and maintains filing, creating any needed systems
  • Screens and prioritizes incoming calls and mail, exercising judgment as to whether matters require urgent attention and / or whether background information must be acquired immediately
  • Maintains updated and accurate calendars for the Executive Director, Operations, Networks Director, Specified Projects Manager by scheduling and arranging internal and external meetings and travel. Coordinates rooms, teleconference and videoconference meetings. Exercises tact and discretion in prioritizing requests for appointments.
  • Arranges meetings and appointments, including video and teleconferences
  • Coordinates and assembles materials for projects and meetings from a variety of sources.
  • Compiles data and prepares reports for the Executive Director Operations, Networks Directors and Specified Projects Manager. Organizes and compiles various materials and data as required, often project related, in collaboration with other RCCbc team members.
  • Creates and maintains databases and directories as required
  • Provides administrative support to strategic projects through general administrative tasks such as photocopying, transcribing, arranging meetings, or other logistics.
  • Maintains prompt, courteous and respectful interactions with physicians, non-physician personnel and all staff members at all times
  • Attending offsite events, conferences, and seminars as required to represent RCCbc
  • Maintaining member distribution lists for various projects, groups and sub-groups associated with RCCbc sectors.
  • Performing general office duties as required.

 

Skills & Qualifications:

  • High school graduation supplemented by business and secretarial courses equivalent to up to one year of study with at least 3-5 years related experience.
  • Excellent communication, interpersonal, and organizational skills.
  • Excellent attention to detail.
  • Excellent grammar and spelling skills.
  • Ability to effectively organize meetings.
  • Ability to set-up and maintain electronic and paper files.
  • Ability to work independently and as a member of the team.
  • High level of computer literacy including intermediate level experience with Word, Outlook, PowerPoint, Excel, and Internet Explorer.
  • Basic knowledge of medical terminology an asset.
  • Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, and to be flexible to meet and adapt to changes in organizational priorities.
  • Ability to work with discretion in preparing and handling confidential or sensitive information, human resource requests and timesheets.
  • Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.
  • Demonstrated ability to communicate effectively both verbally and in writing, including the ability to respond professionally, courteously, and in a clear manner.
  • Demonstrated interpersonal and time management skills.
  • Demonstrated ability to record and transcribe minutes of meetings.
  • Ability to type 60 words per minute

 

Working Environment:

We value our team and our culture.  Our positions are contract (because we are funded annually) but "permanent" with the idea to renew.  We offer health benefits and start at 3 weeks holiday.  We also offer each employee a health and wellness fund, which supports them to identify some personal health & wellness goals and to have some money to support them in their journey.  We have daily huddles and believe that we are not just what we do but who we are as people.

Please use the Apply Now button below
to be considered for this position.

Apply NowThis functionality is only available on a desktop or laptop computer.

Click here for important information about
applying for a job through CharityVillage.

1208 views