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Added 11 hours ago
SE
Senior Specialist, Offer Lifecycle Procurement
Schneider Electric
Calgary, AB · Montreal, QC
- Full-time
We are looking for an Offer Procurement Leader to join our global Digital Energy procurement team in Montréal. You will lead procurement for a global portfolio of strategic offers and…
Added 14 hours ago
C
Assistant Operations Manager
CBRE
Toronto, ON
- Full-time
As a CBRE Assistant Operations Manager, you will assist in leading the operational and technical performance of a Class A commercial office building. You will support the management of…
Added 1 day ago
TU
Nucleic Acids Specialist, ATMF
The University of British Columbia
Vancouver, BC
- $5,538.94 to $6,497.44 CAD / month
- Full-time
Non Union Salaried - Research Assistant /Technician 4
Added 1 day ago
UO
Nucleic Acids Specialist, ATMF
University of British Columbia
Vancouver, BC · UBCV | Biomedical Research Centre (BRC)
- $5,538.94 to $6,497.44 CAD / month
- Full-time
Non Union Salaried - Research Assistant /Technician 4
Added 1 day ago
Fisheries Coordinator
Musqueam Indian Band
Vancouver, BC
Assists the assistant in ensuring organized departmental files, schedules, records, and project documentation;
Added 1 day ago
Assistant Coordinator - Risk Management Co-op
Aecon
Toronto, ON
Aecon Civil is a recognized leader in the market, backed by strong self‑perform capabilities and deep local expertise. We play a key role in building and enhancing infrastructure across…
Added 1 day ago
LS
Senior Site Superintendent, Major Projects - Permanent - 19549
LRO Staffing
Ottawa, ON
- Full-time
…mobilization through to completion. You'll work closely with Project Managers, subcontractors, consultants, and clients to ensure projects are delivered safely, on schedule, and to the…
Added 1 day ago
Fisheries Administrative Assistant
Musqueam Indian Band
Vancouver, BC
Assists the assistant in ensuring organized departmental files, schedules, records, and project documentation;
Added 1 day ago
UO
Executive Assistant, VP Finance
University of Calgary
Calgary, AB
- Full-time
The Office of VP Finance is currently seeking a Full-time Regular Executive Assistant.
Added 1 day ago
P&
Adjoint(e) executif(ve) / Executive assistant
Pratt & Whitney
Longueuil, QC
- Full-time
Pratt & Whitney Canada (P&WC) est un leader mondial de l’innovation aérospatiale, dont le siège social est situé à Longueuil, au Québec, depuis 1928. Nous concevons et fabriquons des…
Added 1 day ago
Project Coordinator, Applied Research
Durham College
Oshawa, ON
A leader in innovative teaching and learning, Durham College offers a
Added 1 day ago
R
Adjoint(e) executif(ve) / Executive assistant
RTX
Longueuil, QC
- Full-time
Pratt & Whitney Canada (P&WC) est un leader mondial de l’innovation aérospatiale, dont le siège social est situé à Longueuil, au Québec, depuis 1928. Nous concevons et fabriquons des…
Added 1 day ago
SQ
Director, PLA Program & Manufacturer Partnerships
Sunlife Québec
Montreal, QC
- Full-time
Reporting to the Assistant Vice-President, Pharmaceutical Benefits & Innovation, the Director, PLA Program & Manufacturer Partnerships leads Sun Life’s Product Listing Agreement (PLA)…
Added 1 day ago
UC
Marketing Assistant -CPG/Retail
Upper Canada Soap
Mississauga, ON
- Full-time
Upper Canada Soap is an industry leader with over 50 years and an innovator in the world of bath, beauty, and wellness. Our head office is located in Canada, with other offices in the UK…
Added 1 day ago
SL
Director, PLA Program & Manufacturer Partnerships
Sun Life
Toronto, ON · Waterloo, ON · Montreal, QC · Sun Life Montreal Metcalfe
- Full-time
Reporting to the Assistant Vice-President, Pharmaceutical Benefits & Innovation, the Director, PLA Program & Manufacturer Partnerships leads Sun Life’s Product Listing Agreement (PLA)…
Added 1 day ago
P
Assistant Project Manager
PACT
Mississauga, ON
- Full-time
The Assistant Project Manager (APM) supports the successful planning, coordination, execution, and delivery of complex projects within PACT's Interim Infrastructure Sub-Program at Toronto…
Added 1 day ago
Assistant Superintendent
Pomerleau
Toronto, ON
As an experienced Assistant Superintendent working in the Building Operations team at Pomerleau Construction, you will support new and ongoing project growth, challenging industry standards…
Added 2 days ago
CB
Business Development & Marketing Assistant
Cassels Brock & Blackwell LLP
Toronto, ON
- Full-time
Our Toronto office is currently seeking a Business Development & Marketing Assistant to join our Business Development & Marketing department, reporting to the Chief Growth Officer. The…
Added 2 days ago
T
Executive Assistant I, Investment Banking
TD
Toronto, ON
- Full-time
Work with complete autonomy alongside leader; may partner with Special Assistant or other leaders to finish unique tasks
Added 2 days ago
W
URGENT: Construction Executive Assistant (US construction experience is required)
WorkStaff360
Remote, Canada
- $5 to $7 USD / hour
- Full-time
- Remote
Experience supporting a construction executive, General Manager, or senior project leader at a U.S.-based contractor.
Added 2 days ago
FS
Senior Administrative Assistant
Four Seasons Hotels and Resorts
Toronto, ON · Four Seasons Corporate Headquarters Toronto
- Full-time
…President, Sourcing & Procurement. The Senior Administrative Assistant serves as a trusted executive partner with a deep understanding of each leader's priorities, working style,…
Added 2 days ago
UO
Tier 2 Canada Research Chair (CRC), Pharmacy and Pharmaceutical Sciences
University of Alberta
Edmonton, AB
- Full-time
…employees who hold a tenured or tenure-track position at the Assistant Professor or Associate Professor rank for a Tier 2 Canada Research Chair…
Added 2 days ago
UO
Canada Impact+ Emerging Leader. Assistant or Associate Professor in Sustainable Transportation Futures
University of Alberta
Edmonton, AB
- Full-time
The Faculty of Engineering at the University of Alberta is seeking applications for a full-time tenure-track Assistant or Associate Professor position in sustainable transportation futures.
Added 2 days ago
CH
Administrative Assistant- Carling ADP
Carefor Health & Community Services
Ottawa, ON
- Temporary
Reporting to the Supervisor, the Administrative Assistant supports the daily operations at the Centre by providing clerical, administrative assistance to ensure the effective and efficient…
Added 2 days ago
ORT - Orientation Roundtable Assistant Director (w)
Alma Mater Society of Queen's University Inc.
Kingston, ON
…society. The ORT Executive consists of the ORT Director, the ORT Assistant Director, and 4 Leads (Logistics, Systems and Support, Media and Sponsorship, and Social Impact). ORT is…

Provincial Health Services Authority

Administrative Assistant, Senior Leaders Std

Vancouver, BC, Canada

Full-time

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Job details

Job type: Full-time
Posting language: English
Posted: Sep 25, 2026

Original job description

Job Summary

In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

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 and subsequent projects and taking direction from other designated personnel as appropriate. The Administrative Assistant manages the day-to-day administrative operations and resolves day to day problems to ensure accurate and timely delivery of administrative service; analyzes, interprets and adapts guidelines; and works independently with minimal direction to balance priorities and workflow. Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, and interacts with senior leaders, managers/directors and administrative support staff across the senior leaders portfolio and the organization to convey information and professionally represent the interests of the programs/departments/services and the senior leader(s) utilizing strong persuasion and communication abilities and the exchange of information. Attends and records senior management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, and maintains office equipment and supplies. Designs, creates and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; processes confidential and sensitive documents; and drafts and evaluates operating procedures for the assigned areas.

Duties/Accountabilities

Maintains a consistently updated and accurate appointment schedule for the senior leader and others as required. Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages/summary documents to assist in decision making and meeting facilitation. Coordinates administrative meeting logistics and makes catering, travel and accommodation arrangements. Attends and acts as a recorder for confidential meetings such as senior management meetings and follows-up on action items and in-services as required.
Responds to verbal and written communication and liaises internally and externally by screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to the designated Leader or other senior staff for reply. Liaises with external organizations on behalf of the designated Leader to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues. Effectively triages visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.
Provides work direction and guidance to support staff as needed and checks the work of others to ensure administrative needs of the area are met. Participates in the development and maintenance of administrative and clinical policies and to ensure all staff are aware of and adhere to policies and procedures.
Assists in budget development ensuring information is current and accurately compiled, monitors expenditures, ensures invoices are authorized to predetermined amounts and analyzes and reports variances for multiple departments/programs. Completes purchase requisitions/online purchasing and forwards for processing and ensures invoices are authorized for payment and submitted for payment.
Prepares and updates various documents including presentations, spreadsheets, correspondence, meeting minutes, and reports in an accurate and timely manner. Some material may be confidential or include information of a sensitive nature. Develops, organizes and maintains professional graphical presentations, including presentations given to groups outside of the organization. Utilizes a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted. Compiles information into structured reports.
Initiates follow-up processes with staff and others. Resolves day-to-day problems as required, evaluates operating procedures, and advises management as necessary. Provides project support, researches information, tracks statistical data, and compiles and analyzes data involving new projects and the interpretation and application of policies and procedures. Actively participates in team meetings and provides input to new policies, processes, quality improvement activities, and the development of strategies.
Designs and maintains filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the programs/departments using methods that can be easily accessible to assigned staff.
Completes and submits eForms for designated Leaders; processes timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.

Qualifications

A level of education, training and experience equivalent to graduation from a recognized post-secondary administrative assistant/secretarial program, additional course work in advanced word processing, spreadsheet, and database applications, and four (4) years' progressive experience supporting senior level management.

Demonstrated ability to communicate effectively both verbally and in writing including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature. Ability to be discreet when handling human resource requests, time-sheets and follow-up maintenance. Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities. Ability to analyze and interpret guidelines. Demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries. Demonstrated knowledge and ability to utilize related equipment and computerized software packages such as word processing, spreadsheet, database applications, scheduling, email, and internet applications at an advanced level. Demonstrated ability to record and transcribe minutes of meetings. Ability to type 60 words per minute.

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More about this job

Responsibilities

Provides confidential administrative and secretarial support to senior leaders, coordinating schedules, meetings, communications, travel, records, and day-to-day office operations. Supports multiple programs through budget and purchasing administration, document and presentation preparation, project and data support, and coordination with Human Resources, Finance, and other teams.

Requirements

Requires completion of a recognized post-secondary administrative assistant or secretarial program, additional coursework in advanced office applications, and four years of progressive experience supporting senior-level management. Candidates must demonstrate discretion, strong communication and organizational skills, independent judgment, advanced computer application proficiency, meeting minute-taking ability, and typing speed of 60 words per minute.

Skills

Confidential Administrative Support
Calendar And Schedule Management
Meeting Coordination
Minute Taking
Written And Verbal Communication
Workload Prioritization
Discretion
Document Preparation
Advanced Word Processing
Spreadsheet Applications
Database Applications
Budget Monitoring
Data Analysis
Project Support
Policy Interpretation
Timekeeping

Visa sponsorship

Not detected in the job text

Keywords

Administrative Support
Senior Leadership
Confidential Information
Calendar Management
Meeting Logistics
Meeting Minutes
Travel Arrangements
Correspondence
Presentations
Spreadsheets
Database Applications
Word Processing
Email
Internet Applications
Budget Development
Expenditure Monitoring
Purchase Requisitions
Invoice Processing
Human Resources
Payroll
Timekeeping
Policy And Procedure Development
Project Support
Statistical Data
Data Analysis
Records Management
Quality Improvement
Typing

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