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Administrative Assistant, Senior Leaders Std

AgencyPHSA
Labor AgreementExcluded
Posting #154849-2407630
Grade4
DepartmentBH2 CC PMO / General
UnionExcluded/Non-Contract
Work Site1795 Willingdon Avenue, Burnaby
StatusRegular
Position StatusFull-time
FTE1.00
Hours of Work08:30-16:30
Work DaysMon, Tue, Wed, Thu, Fri
Days OffSat, Sun, Stat
Applications Accepted Until 10AM
Job Summary

Salary Range: $55,677-$73,076/year. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.


Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Administrative Assistant provides complex confidential administrative and secretarial support to the designated Senior Leader(s) and assists with the activities of multiple programs/departments including workload support and organization-wide activities, relevant human resource actions and subsequent projects and taking direction from other designated personnel as appropriate.  The Administrative Assistant manages the day-to-day administrative operations and resolves day to day problems to ensure accurate and timely delivery of administrative service; analyzes, interprets and adapts guidelines; and works independently with minimal direction to balance priorities and workflow.  Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, and interacts with senior leaders, managers/directors and administrative support staff across the senior leaders portfolio and the organization to convey information and professionally represent the interests of the programs/departments/services and the senior leader(s) utilizing strong persuasion and communication abilities and the exchange of information.  Attends and records senior management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, and maintains office equipment and supplies.  Designs, creates and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; processes confidential and sensitive documents; and drafts and evaluates operating procedures for the assigned areas.

Qualifications:

A level of education, training and experience equivalent to graduation from a recognized post-secondary administrative assistant/secretarial program, additional course work in advanced word processing, spreadsheet, and database applications, and four (4) years' progressive experience supporting senior level management.  

Demonstrated ability to communicate effectively both verbally and in writing including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature.  Ability to be discreet when handling human resource requests, time-sheets and follow-up maintenance.  Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities.  Ability to analyze and interpret guidelines.  Demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries.  Demonstrated knowledge and ability to utilize related equipment and computerized software packages such as word processing, spreadsheet, database applications, scheduling, email, and internet applications at an advanced level.  Demonstrated ability to record and transcribe minutes of meetings.  Ability to type 60 words per minute.

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