Administrative Assistant, Executive Office And Board Liaison

In accordance with the Vision, Purpose, and Values, and strategic direction of the Vancouver Island Health Authority (Island Health) patient and staff safety is a priority and a responsibility shared by everyone; as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
Reporting to the Executive Assistant to the President & Chief Executive Officer (CEO), the Administrative Assistant provides general administrative support to members of the Executive Leadership Team and the Board Liaison.
Responsibilities include coordinating the flow of correspondence for the area, both incoming and outgoing; typing documents, copying, faxing, filing, mail distribution, data entry, ordering supplies, calendaring, meeting logistics and other general administrative support.. Identifies key subject matter and directs correspondence to the appropriate department or program area for action. The Administrative Assistant oversees the review and editing of draft correspondence and final letter packages to ensure that high quality correspondence is produced in an efficient and timely manner. The Administrative Assistant also ensures the document tracking system (CLIFF) is kept current and is used to track correspondence deadlines.
QUALIFICATIONS:Education, Training And Experience
A level of education, training and experience equivalent to high school graduation plus additional related course work in office or business administration and at least five (5) years' progressive office administration experience including business writing and editing in a large complex organization, preferably in the Health Care field using a Correspondence Tracking System (preferably CLIFF) and preparing correspondence for senior or executive staff.
Skills And Abilities

• Strong sense of teamwork.
• Aptitude to be proactive requiring minimum direction
• Excellent organizational skills, the ability to prioritize workload and take initiative to ensure the needs of the Executive Office are met.
• Excellent oral and written communication skills, tact and ability to deal with difficult clients
• Ability to operate related equipment
• Excellent knowledge of proper form of business letters and business English.
• Aptitude to coach and train all levels of staff in quality standards, correspondence procedures and a correspondence tracking system.
• Capability to work under pressure with short turn-around times; flexibility to ensure deadlines are accommodated.
• Ability to make decisions and problem-solve within predetermined guidelines
• Physical ability to carry out the duties of the position
• Proven ability to work in a dynamic environment with a variety of disciplines to maintain and foster good working relationships.
• Proficiency in word processing, electronic mail, spreadsheets and correspondence tracking systems, CLIFF preferred.
• Ability to maintain strict confidentiality

Link To Full
https://jd.viha.ca/JD4038.pdf