Executive Assistant - Vancouver, Canada - Vancouver Infectious Diseases Centre (VIDC)

Description

Clinic Description:

The Vancouver Infectious Diseases Centre (VIDC) is a medical and research centre that uses a multidisciplinary care model for the delivery of specialty health care providing expert, state-of-the art diagnosis and treatment of chronic infectious diseases and related conditions (including addiction and pain management), with a focus on HIV and HCV infections.

VIDC particularly seeks to engage more vulnerable patients in health care. In addition, VIDC is known for its innovative research that is recognized globally through various conferences. Services at the centre are provided both in English and French.


Responsibilities:


Executive Assistant

• Manage the Medical Director and President's executive schedule and liaise with the management team
• Manage information flow in a timely and accurate manner
• Plan, organize and implement events, such as meetings, business lunches or dinners
• Prepare and format documents/presentations, and maintain program documentation
• Arrange travel, accommodations, itineraries related to meetings and events
• Handle confidential information and records
• Take minutes during meetings
• Organize company events, such as team building days and annual events
• Act as a liaison and first point of contact with individuals and organizations
• Perform searches and provide information and recommendations
• File and organize paper and electronic documents, and other administrative records
• Support management team with human resources task
• Manage all social media channels including, but not limited to: Facebook, Twitter, Instagram, LinkedIn, etc.
• Manage and update the clinic website
• Create, design and maintain materials for internal and external presentations and promotion of clinic events and activities through various mediums.
• Create and design promotional materials such as pamphlets, posters and other marketing materials
• Assist in planning for clinic participation in VIDC programs and community outreach events, including annual events: World Hepatitis Day, World Aids Day, Alley Health Fair etc.
• Send out Weekly Updates to the staff regarding highlights/upcoming events
• Assist in organizing the weekly HCV patient support groups
• Support the functioning of the CPCs, including but not limited to: sending out communications, maintaining site frequency chart, preparing all CPCsrelated tasks etc.
• Generate reports detailing the status and reports of programs, events or project
• Perform other duties and obligations as assigned by the supervisor

Other duties

• Assist in the creation of promotional materials for the program
• Maintain inventory for outreach supplies, brochures and promotion materials
• Maintain and update the program's website
• Daily planning in community outreach and assisting in research programs
• Assist in liaison with community sites to regularly schedule weekly Community Pop-Up Clinics (CPCs)
• Support the functioning of the CPCs, including but not limited to: sending out communications, maintaining site frequency chart, preparing all CPCsrelated tasks etc.
• Knowledge about community events, health fairs, fundraisers, health initiatives, conferences etc.
• Plan for clinic participation in VIDC programs and community outreach events, including annual events: World Hepatitis Day, World Aids Day, Alley Health Fair etc.
• Send out Weekly Updates to the staff regarding highlights/upcoming events
• Generate reports detailing the status and reports of programs, events or project

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Skills and Abilities:

• Excellent knowledge of web design and web development
• Strong communication, writing, editing (photo, video and text), presentations and communication skills
• Strong attention to details
• Must be a techsavvy individuals
• Strong interpersonal skills and capacity to deal professionally with stakeholders, clients, and the community
• Strong analytical skills
• Strong teamwork skills
• Exceptional organizational, prioritization and timemanagement skills
• Demonstrate proactive approach to problemsolving and assessment of situations
• Ability to work under the pressure of interruptions and adapt to changes
• Ability to work in highpace environments
• Selfdirected and able to work without supervision
• Precision to details and high level of thoroughness
• Experience with development of promotional materials
• Experience with various social media platforms and website maintenance
• Understand and keep up to date with the organization's structure, policies, goals, and objectives

Job Types:
Full-time, Permanent


Salary:
$45,000.00-$65,000.00 per year


Benefits:

• Dental care
• Extended health care

Schedule:

• Monday to Friday

Work Location:
In person