Summary

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.