Administrative Assistant, Senior Leaders - Surrey

Job summary

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 subsequent projects taking direction from other designated personnel as appropriate.

The Administrative Assistant manages the day-to-day administrative operations resolves day-to-day problems to ensure accurate timely delivery of administrative service analyzes interprets adapts guidelines works independently with minimal direction to balance priorities workflow coordinates flow information maintains integrity confidentiality all information which flows through interacts senior leaders managers/directors administrative support staff convey information professionally represent interests programs/departments/services senior leader utilizing strong persuasion communication abilities exchange information attends records senior management meetings arranges travel accommodation coordinates meeting logistics submits HR Finance information maintains office equipment supplies designs creates maintains correspondence documents presentations orientation packages spreadsheets data entry authorization management team processes confidential sensitive documents drafts evaluates operating procedures assigned areas maintains consistently updated accurate appointment schedule senior leader others required coordinates meetings ensuring well-defined timely agendas identification notification interested parties compilation background supporting materials preparation packages/summary documents assist decision making meeting facilitation coordinates administrative meeting logistics makes catering travel accommodation arrangements attends acts recorder confidential meetings follows-up action items in-services required responds verbal written communication liaises internally externally screening requests inquiries providing response forwarding designated Leader senior staff reply liaises external organizations behalf designated Leader respond share follow emergent issues effectively triages visitors telephone calls correspondence incoming materials screening prioritizing immediate attention distributing appropriately taking relaying messages directing visitors provides work direction guidance support staff needed checks work ensures administrative needs area met participates development maintenance administrative clinical policies ensures staff aware adhere policies procedures assists budget development ensuring current accurately compiled monitors expenditures invoices authorized predetermined amounts analyzes reports variances multiple departments/programs completes purchase requisitions online purchasing forwards processing ensures invoices authorized payment submitted payment prepares updates various documents presentations spreadsheets correspondence meeting minutes reports accurate timely manner material may confidential sensitive nature develops organizes maintains professional graphical presentations given groups outside organization utilizes variety software applications maintained professional standards relevant current data end product appropriately professionally formatted compiles structured reports initiates follow-up processes staff others resolves day-to-day problems evaluates operating procedures advises management necessary provides project researches tracks statistical data compiles analyzes involving new projects interpretation application policies procedures actively participates team meetings input new policies processes quality improvement activities strategies designs maintain filing distribution systems variety records files confidential includes personnel payroll financial sensitive relating management programs/departments using accessible assigned staff completes submits eForms Leaders processes timekeeping assigned staff liaison Finance Payroll Human Resources necessary core competencies brings understanding Indigenous-specific racism broader systemic racism colonial health care structure demonstration leadership breaking barriers environment belonging embeds Indigenous Cultural Safety Humility aspects work creating environment Indigenous patients respected valued understood foster trust respectful communication active listening honoring equity-deserving peoples perspectives health wellness commit ongoing education training Indigenous health issues cultural safety DEI principles participate workshops cultural immersion experiences continuous professional development informed responsive equity-deserving groups provide patient-centred care respects Indigenous ways knowing healing respects BIPOC experiences world views ensuring culturally relevant holistic knowledge social economic political historical realities settler colonialism Indigenous Peoples familiarity addressing anti-racism foundational legislative commitments Declaration Act Action Plan TRC IPS Remembering Keegan etc demonstrates ability communicate verbally writing discretion preparing handling information confidential sensitive nature discreet handling human resource requests timesheets follow-maintenance organizes prioritizes work under time pressures meet deadlines handle interruptions changing priorities analyze interpret guidelines make decisions determine appropriate action take handling inquiries knowledge utilize related equipment computerized software packages word processing spreadsheet database applications scheduling email internet advanced level demonstrated record transcribe minutes meetings type 60 words minute commitment beginning continuing personal learning journey addressing oppression willing articulate share learning contribute culture motivation inspiration peers knowledge social economic political realities settler-colonialism impacts Indigenous peoples equity-deserving groups within contexts understands impact determinants health outcomes shows commitment uphold obligations provincial commitments outlined foundational TRC Calls Actions In Plain Sight BC's Declaration Rights People UNDRIP Reclaiming Power Place Missing Murdered Women&Girls Calls Justice Declaration Act Action Plan Remembering Keegan First Nations Case Study BC Human Rights Code Anti-Racism Data Act Distinctions Based Approach every PHSA employee enables best possible patient care patients families whether direct care conducting research making possible do their work impact lives British Columbians today future that's why focused your care too offering health wellness development programs you home join one BC largest employers province-wide programs services operations vast opportunities growth development recognition honor contribution all employees access professional development opportunity +2000 courses San'yas course Core Linx Leadership roles comprehensive benefits package municipal pension plan psychological health safety resources annual statutory holidays generous vacation entitlement accruement PHSA remote-friendly welcoming flexible options people eligibility vary depending position WorkPerks premium discount program wide range electronics entertainment dining travel wellness apparel etc

---

Job description