Executive Assistant, PPA, Ratios and Executive Nurse Lead. Excluded Full-Time

BC Nurses' Union•Burnaby, BC

2d•CA$75,000 - CA$80,000•Hybrid

About The Position

This is a high-paced, high-level position at the B.C. Nurses’ Union. The incumbent is responsible for all administrative requirements of the Director and Manager of Professional Practice and Advocacy (PPA), the Director of Ratios, and the Executive Nurse Lead. The work performed is complex and requires a high level of responsibility, coordination, organization, and evaluation to determine the priorities that will meet the needs of the department and the organization. Political acumen and professionalism are required as the incumbent will be communicating and working with a variety of staff, senior BCNU leadership, elected member representatives, members and external contacts.

Requirements

A minimum of five years of experience providing administrative support to senior leaders, preferably in a healthcare setting, unionized environment, or non-profit organization.
Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail.
Ability to manage a high volume of correspondence and to research, summarize, format and index information.
Demonstrates professionalism, tact, diplomacy, and discretion in dealing with sensitive and/or confidential issues.
Excellent interpersonal skills with demonstrated ability to establish and maintain effective working relationships at all levels of the organization.
An adaptable and highly resourceful team player, who can also work independently.
Strong written and verbal communication skills along with agile critical thinking amidst ambiguity.
Ability to manage a high volume of correspondence and to research, summarize, format and index information.
Proficiency in minute taking, including responsibility for following up on action items.
Approaches work with a positive, proactive, solutions-focused outlook.
Advanced technical skills, including MS Office programs and other office productivity tools, with an aptitude to learn new software programs and systems.
Ability to travel if required.

Responsibilities

Performs a variety of administrative tasks including but not limited to calendar management; producing various documents (e.g. correspondence, spreadsheets, presentations); arranging travel and associated logistics; and other tasks that facilitate the Directors’, Manager’s and Executive Nurse Lead’s ability to effectively lead.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the above noted leaders including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Establishes administrative systems and processes, and implements improvements, for effective and efficient organization and flow of work.
Organizes and supports department and committee meetings as needed, including taking minutes if required. Ensures committee records are filed and distributed and follows up on action items arising out of meetings.
Drafts and edits reports, presentations and materials as needed.
Assists in the coordination of projects, events, workshops, and meetings/webinars.
Records and files reference materials. Organizes and maintains file systems.
Maintains strict confidentiality with materials, and exercises professionalism and discretion when interfacing with internal and external parties.
Works efficiently and respectfully with Council, senior leadership, staff, members, and external contacts.
Builds and maintains cross-departmental relationships, including with other Executive Assistants, to support collaborative teamwork.
Provides back-up for other Executive Assistants as assigned.
Performs other related duties as assigned.